RFP # 13-9408-4KS
April 26, 2013
REQUEST FOR PROPOSAL
ANNUAL CONTRACT FOR CERTIFIED ATHLETIC TRAINER SERVICES FOR STUDENTS
HENRICO COUNTY PUBLIC SCHOOLS, COUNTY OF HENRICO, VIRGINIA
Your firm is invited to submit a proposal to provide an Annual Contract for Certified Athletic Trainer Services for Students for Henrico County Public Schools, in accordance with the enclosed specifications and terms included herein. The submittal consisting of the original proposal and five (5) additional hard copies marked, “Annual Contract for Certified Athletic Trainer Services” will be received no later than 2:00 p.m., May 24, 2013 by:
IN PERSON OR SPECIAL COURIERU.S. POSTAL SERVICE
County of HenricoCounty of Henrico
Department of General ServicesDepartment of General Services
Purchasing Office ORP.O. Box 90775
1590 E. Parham RoadHenrico, Virginia 23273-0775
Henrico, Virginia 23228
This RFP and any addenda are available on the County of Henrico website at: The Bids and Proposals link is listed under the Henrico Business Section on the home page. To download the RFP, click the link and save the document to your hard drive. To receive an email copy of this document, please send a request to:
Time is of the essence and any proposal received after 2:00 p.m., May 24, 2013 whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Office, Department of General Services. Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the RFP number, title, and date and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Office personnel by the deadline indicated.
The awarding authority for this contract is the Director of General Services, County of Henrico.
Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. The County of Henrico reserves the right to accept or reject any or all proposals submitted.
Technical questions concerning this Request for Proposal should be submitted to Kevin Steinbrecher, no later than May 6, 2013.
Very truly yours,
Christopher L. Winstead, P.E.
Director of General Services
Kevin Steinbrecher, CPPB, A.P.P.
Procurement Supervisor
804-501-5690
1590 E. Parham Road/P.O. Box 90775/Henrico, Virginia 23273-0775
(804) 501-5660 Fax: (804) 501-5693
REQUEST FOR PROPOSAL
ANNUAL CONTRACT FOR CERTIFIED ATHLETIC TRAINER SERVICES FOR STUDENTS
HENRICO COUNTY PUBLIC SCHOOLS, COUNTY OF HENRICO, VIRGINIA
I. PURPOSE
A.It is the intent of this Request for Proposal (RFP) and resulting annual contract(s) to obtain the services of one or more licensed qualified individual and/or firms for the purpose of providing certified athletic trainer (ATC) services to high school students at Henrico County Public Schools. Henrico County Public Schools (HCPS) may, at its discretion, award more than one contract to ensure the needs of the students are met during the year.
B.This RFP is intended to permit competition. The contract(s) awarded are intended to handle the ongoing ATC service needs of Henrico County Public Schools. The majority of the services will be needed during the months of August-June (part of a fiscal year).
II. BACKGROUND
A. Henrico County Public Schools (HCPS) is the 6th largest of the 134 school divisions in Virginia with a nationally recognized educational program. Henrico is located within the greater Richmond, Virginia metropolitan area covering approximately 245 square miles and is geographically and culturally diverse. The County serves approximately 48,500 students in grades K – 12.
B. Currently, the ATC positions are extended responsibility positions of teachers that require approximately 20-25 hours of athletic training responsibilities per week during the designated sports seasons. HCPS seeks to provide ATC services for locations where there is no teacher available to accept this extended responsibility and to provide for periodic needs for substitute ATC’s when HCPS-employed ATCs have emergency situations that require them to be absent.
C. The County has 2 annual contracts that provide athletic trainer services that both expire July 31, 2013. Contract payments to each firm for the last three fiscal years were:
Bon Secours St. Mary’s Hospital (Current Hourly Rate: $15.00)
2011 – 2012:$53,415.00
2010 – 2011:$45,056.25
2009 – 2010:$15,000.00
Physical Therapy Solutions (Current Hourly Rate: $20.60)
2011 – 2012:$43,709.00
2010 – 2011:$43,709.00
2009 – 2010:$40,000.00
III.SCOPE OF SERVICES
A.Offerors shall be able to provide certified athletic trainer services for Varsity and JV athletes for Home and Away contests and for Freshman-Home contests only. (See below.)
1.Varsity contests and practices
2.Junior Varsity contests and practices
3.Home Freshman contests and practices
4.District or regional events, when requested by HCPS.
5.After school coverage at practices shall be available from 3:30 – 5:30 pm daily, during each sport’s season
6.Sports included are:
a.Football
1.)Varsity- Home and Away games
2.)JV-Home and Away games
3.)Freshman (Home games only)
b.Boy’s Basketball
1.)Varsity-Home games only
2.)JV -Home games only
c.Girl’s Basketball
1.)Varsity-Home games only
2.)JV -Home games only
- Wrestling-Home meets only
- Gymnastics -Home meets only
- Girls and Boys Soccer -Home games only
- Girls Field Hockey-Home games only
- Girls and Boys Lacrosse- Home games only
B.Desired Program Start Date: August 1, 2013 - Contests and practices will continue throughout the school year, ending in June, annually.
C.Program Capacity: Offerors shall provide the number of hours and number of trainers that will be provided by school location (see below). Every High School may require coverage. (Offerors may use the list below and add columns for hours and trainers next to each location.)
HIGH SCHOOLSSCHOOL / ADDRESS
Deep Run / 4801 Twin Hickory Road
Glen Allen 23059 / Trainer Needed for School
Freeman / 8701 Three Chopt Road
Henrico, VA 23229 / Trainer Needed for School
Glen Allen / 10700 Staples Mill Road
Glen Allen, VA 23060 / Trainer Needed for School
Godwin / 2101 Pump Road
Henrico, VA 23238 / Trainer Needed for School
Henrico / 302 Azalea Avenue
Henrico, VA 23227 / Trainer Needed for School
Hermitage / 8301 Hungary Spring Rd.
Henrico, VA 23228 / Substitute only
Highland Springs / 15 S. Oak Avenue
Highland Springs 23075 / Trainer Needed for School
Tucker / 2910 Parham Road
Henrico, VA 23294 / Trainer Needed for School
Varina / 7053 Messer Road
Henrico, VA 23231 / Trainer Needed for School
D.Hours of Service: A schedule of events shall be provided annually to the successful Offeror(s) and scheduling will be confirmed with each school’s liaison (athletic director). Services shall be available weekdays, Monday through Friday, throughout the school year, consistent with the HCPS calendar for the 2013/14 school year and subsequently approved calendars. Contact names and phone numbers shall be provided prior to contract award.
E.Implementation Approval: All components of the services to be provided annually shall be reviewed and approved by a liaison from HCPS-Office of Student Activities. This liaison shall provide the annual school calendar and sports schedules and will coordinate any services that may need to be provided in the event a sport season is extended due to regional or state contests.
F.Offeror’s Requirements: Offerors shall provide only qualified and trained ATC personnel for the positions and duties to which they are assigned. Offerors shall have been regularly engaged as a provider for athletic training for students.
1.Licenses/Certification: Offerors shall provide with their proposal copies of all appropriate certifications as well as evidence to support that each ATC is in compliance with each of the items listed below. Offerors shall provide the following for each staff person who has direct contact with students. The requirements shall apply to all employees who have direct contact with students so long as the contract is in force. The required items are:
- Copies of certifications and a current driver’s license for staff who operate vehicles as a part of their job function.
- Copies of evidence of certification by the National Athletic Trainers Association Board of Certification (NATABOC) for each ATC. Each ATC shall maintain the standards established by the NATA role delineation study.
- Each ATC must be a member in good standing with the NATA and be licensed or eligible by the VA Board of Medicine to engage in the practice of athletic training as defined in Section 54.1-2957 of the Code of Virginia. All credentials must be in good standing.
- Security Background Investigation: The Successful Offeror(s), or his/her employees performing services under a contract resulting from this solicitation, shall undergo a security background investigation which, as a minimum, includes the following:
(1)Fingerprint checks (state police)
(2)Local agency checks (local police, sheriff’s department, etc.)
(3)Employment verification/references.
(4)Verification of education and licensure where relevant to employment.
(5)Computer checks with the Virginia Criminal Information Network (VCIN) and Virginia Department of Motor Vehicles (DMV).
(6)Social Services: Child Abuse and Neglect Central Registry Search.
- The Successful Offeror(s) shall conduct a review of the reports of investigation to ensure that only those employees whose record(s) show no convictions or founded child protective service complaints for acts which would present a risk or threat to the students of HCPS are assigned as direct service providers. By submitting their proposal, Offerors certify that they understand this requirement, and if awarded a contract, they will comply with this requirement.
2.The Successful Offeror(s) shall understand that failure to submit to any of the above requirements or failure to provide an acceptable explanation of derogatory information obtained through the investigation is a breach of contract and can result in default action.
G.Liaison Services: The Successful Offeror(s) shall designate annually, in writing, a coordinator to handle and assist in any and all problems concerning contract administration, communications and relations with the liaison from HCPS-Office of Student Activities.
H.Confidentiality of Records: The Successful Offeror(s) shall maintain the confidentiality of records in accordance with applicable laws and regulations; however, the Successful Offeror(s) shall provide complete access to said records to HCPS upon request.
I.Incident Documentation and Reporting: The Successful Offeror(s) shall document and report all serious incidents as defined and required by VDOE policies and procedures. A copy of the code of student conduct of HCPS will be provided to the Successful Offeror(s) after contract award.
J.Program Compliance: The Successful Offeror(s) shall operate the program in conformance with all applicable federal, state and local statutes and ordinances.
K.Primary Trainer: Upon award, the Successful Offeror(s) shall designate, with the consent of the liaison from HCPS-Office of Student Activities (or her designee), the primary trainer and any alternate coverage that may be necessary. Each school’s Athletic Director shall coordinate with the primary trainer as necessary for duties performed within the contract.
1.The Primary Trainer shall provide the essential duties listed below:
a.evaluate and manage all types of athletic injuries/illnesses
b.complete all required documentation as per HCPS policies
c.effectively manage clinical assignments
2.The Primary Trainer shall attend the practices and games of the School assigned, except where the School has scheduled two or more athletic events at the same time or where the primary trainer is asked by the School to forgo specific services or attendance at a practice or game.
3.In cooperation with each School’s principal and activities director, the Primary Trainer shall:
a.establish daily hours of operation for the athletic training room;
b.understand the comprehensive emergency action plan for their specific facilities;
c.administer a student athletic aide program in accordance with the school’s activity guidelines;
d.establish and maintain a working relationship with a designated team physician and community physicians;
e.complete Blood Bourne Pathogens Exposure Control Plan training (provided by HCPS) and comply with the regulations therein;
f.maintain adequate medical quality records on all injuries and rehabilitation procedures
g.comply with any and all policies regarding health care delivery as indicated by the HCPS rules and regulations manual;
h.work closely with the specialist for student activities to ensure proper coverage of sporting activities based upon injury risk and mutually agreed upon factors including availability of the ATC.
L.Hours of Service: It is estimated that the hours of service provided by the Successful Offeror to each School shall not exceed twenty (20) hours per week for most sports, except football, which shall not exceed twenty-five (25) hours per week.
1.If additional services are required beyond the maximum weekly hours described above, the Successful Offeror and the School shall mutually agree on the coverage, in writing and the additional fees (as determined by this agreement) shall be the responsibility of the school. All costs shall be invoiced as part of the monthly billing and the school shall reimburse HCPS for the additional hours required. (It is intended that the HCPS central office will pay all approved invoices. Invoices will be approved monthly by the HCPS-Office of Student Activities. Copies of any additional agreements shall be forwarded to that office for verification of hours of services rendered.)
2.A fee per hour of service shall be provided for additional hours needed according to the terms of the final contract.
3.Hourly rate for substitute ATCs for emergencies at any HCPS High School.
4.Each school’s liaison (athletic director) and the successful Offeror shall mutually agree upon a weekly schedule, not to exceed the maximum weekly hours defined above. The successful Offeror shall not be responsible for covering athletic events unless requested to do so by the School according to its regular schedule or when necessary and mutually agreed upon in advance.
M.Recommendation for Medical Care: It shall be understood any Successful Offeror awarded a contract through this solicitation shall not provide recommendations to students, parents, or legal guardian to seek medical treatment through any particular care facility or medical organization. This responsibility shall belong to the student, parents, or legal guardian.
IV.ANTICIPATED SCHEDULE
The following represents a tentative outline of the process currently anticipated by the County:
Request for Proposals distributedApril 26, 2013
Deadline for questionsMay 6, 2013
Proposal Submission Deadline May 24, 2013, 2:00 p.m.
Conduct oral interviews and negotiations with Offerors June 7, 2013
Finalize Contract Documents June 2013
Contract/installation begins after August 1, 2013
V.COUNTY RESPONSIBILITIES
Henrico County will designate an individual to act as the Project Manager for all work performed under this contract. The Project Manager shall coordinate the work, and shall have the authority to make decisions in writing binding their respective employers on matters within the scope of the contract.
VI.GENERAL CONTRACT TERMS AND CONDITIONS
A.Annual Appropriations
It is understood and agreed that the contract resulting from this procurement (“Contract”) shall be subject to annual appropriations by the County of Henrico, Board of Supervisors. Should the Board fail to appropriate funds for this Contract, the Contract shall be terminated when existing funds are exhausted. The Successful Offeror (“Successful Offeror” or “contractor”) shall not be entitled to seek redress from the County of Henrico, Virginia (the “County”) should the Board of Supervisors fail to make annual appropriations for the Contract.
B.Award of the Contract
1.The County reserves the right to reject any or all proposals and to waive any informalities.
2.The Successful Offeror shall, within fifteen (15) calendar days after Contract documents are presented for signature, execute and deliver to the Purchasing Office the Contract documents and any other forms or bonds required by the RFP.
- The Contract resulting from this RFP is not assignable.
4.Upon making an award, or giving notice of intent to award, the County will place appropriate notice on the public bulletin board located at the following locations:
Purchasing OfficeEastern Government Center
North Run Office Complex3820 Nine Mile Road
1590 East Parham RoadHenrico VA 23223
Henrico VA 23228
Henrico Government Center
4301 E. Parham Road
Henrico VA 23228
Notice of award or intent to award may also appear on the Purchasing Office website:
C.Collusion
By submitting a proposal in response to this Request for Proposal, the Offeror represents that in the preparation and submission of this proposal, said Offeror did not, either directly or indirectly, enter into any combination or arrangement with any person, Offeror or corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. § 1 et seq.) or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1-68.6 through 59.1-68.8 of the Code of Virginia.
D.Compensation
The Successful Offeror shall submit a complete itemized invoice on each delivery or service that is performed under the Contract. Payment shall be rendered to the Successful Offeror for satisfactory compliance with the Contract within forty-five (45) days after receipt of a proper invoice.
E.Controlling Law and Venue
The Contract will be made, entered into, and shall be performed in the County of Henrico, Virginia, and shall be governed by the applicable laws of the Commonwealth of Virginia without regard to its conflicts of law principles. Any dispute arising out of the Contract, its interpretations, or its performance shall be litigated only in the Henrico County General District Court or the Circuit Court of the County of Henrico, Virginia.
F.Default
1.If the Successful Offeror is wholly responsible for a failure to perform the Contract (including, but not limited to, failure to make delivery of goods, failure to complete implementation and installation, and/or if the goods and/or services fail in any way to perform as specified herein), the County may consider the Successful Offeror to be in default. In the event of default, the County will provide the Successful Offeror with written notice of default, and the Successful Offeror shall provide a plan to correct said default within 20 calendar days of the County’s notice of default.