RFP #12-9358-12YD

December 14, 2012

REQUEST FOR PROPOSAL

ANNUAL CONTRACT FOR SPACE and SERVICES FOR

PRESCHOOL CLASSROOM

FORHENRICO COUNTY PUBLIC SCHOOLS

Your firm is invited to submit a proposal to provide an annual contract for Space and Services for Preschool Classroom for Henrico County Public Schools in accordance with the enclosed specifications. The submittal, consisting of the original proposal and six (6) additional copies marked, "Space and Services for Preschool Classroom”,will be received no later than 3:00 p.m., January31, 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 IFB, click the link and save the document to your hard drive. To receive a printed copy of this document please call (804) 501-5660 or To receive an email copy of this document please contact

Time is of the essence and any proposal received after 3:00 p.m., January 31, 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 School Board for Henrico County Public Schools.

A pre-proposal conferencewill be held on January 8, 2013 at 9:00 a.m. in the Purchasing Office, North Run Office Complex, 1590 East Parham Road, Henrico, VA 23228. Offerors are strongly encouraged to attend the pre-proposal conference in order to ask questions regarding the RFP requirements and to familiarize themselves with the purchasing procedures. Only two representatives from each firm will be allowed to attend the meeting. A teleconference number has been established for suppliers who are unable to travel to the County of Henrico. To join the meeting, call 804-501-7555, enter meeting ID 7002, and password 4545. It is limited to one caller from each supplier.

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 Yvonne Daniel,no later thanJanuary 16, 2013.

Very truly yours,

Yvonne Daniel, CPPB, VCO

Procurement Supervisor

804-501-5686

1590 E. Parham Road/P.O. Box 90775/Henrico, Virginia 23273-0775

(804) 501-5660 Fax: (804) 501-5693

I.PURPOSE:

The intent and purpose of this Request for Proposal (RFP) is to select one qualified Offeror to provide an annual contract for adequate, appropriate and accredited space and services to provide a preschool classroom for students who have been found eligible for Federal Programs Preschool according to established eligibility requirements.

II.BACKGROUND:

HCPS is a large metropolitan school district with over 49,000 students for the 2012-2013 school year. HCPS provides instruction for preschool, elementary, secondary, exceptional, and career & technical education. This project will be funded by Federal Programs Head Start. All services must follow the Head Start performance standards and regulations and Virginia Daycare Center requirements.

They can be found here:

III.SCOPE OF SERVICES:

The Successful Offeror shall provide: all labor, material, equipment and supervision to provide the following scope of services.

A.Program Overview:

  1. The Successful Offeror shall provide adequate, appropriate and accredited space and services for a developmentally appropriate preschool program for children that are four years old by September 30th of the program year. Preschool students served in this setting will be found eligible for Federal Programs Preschool according to established eligibility requirements.
  1. It is desired that space is available for programming two weeks prior to the first day of school for all HCPS students during 2013-1014. HCPS staff shall hold an onsite open house for the families of students placed in the program the week preceding school opening.
  1. The Successful Offeror shall providea facility that is accredited by a statewide accrediting organization recognized by the State Board of Education or accredited by the National Association for the Education of Young Children’s National Academy of Early Childhood Programs or the National Early Childhood Program Accreditation.

4. HCPS will provide one teacher and instructional assistant. The Successful Offeror shall provide qualified staff and services as described in this RFP.

5.HCPS will provide the curriculum, classroom furniture, PCs, iPads and other classroom equipment and supplies needed.

B.Students to be served:

Students who will be four years old by September 30th of the program year and found eligible for Federal Programs Preschool in HCPS according to established eligibility criteria.

C.General Requirements:

1.The Successful Offeror must provide space for one classroom for up to 18 students at any given time during the contract period. The number of students in this program may vary, but it is not expected to exceed 18 students per classroom at any one time.

2.The space shall be available for the sole use of HCPS throughout the school year, consistent with the HCPS calendar and elementary school hours for the 2013/2014 school year and subsequently approved calendars which can be found at the following website:

3.Successful Offeror shall provide a separate space outside of the classroom for auxiliary activities such as speech therapy, parent meetings and support staff office.

4.The Successful Offeror shall provideseparate space outside of the classroom with qualified supervision for students who become sick or ill during the program day.

5.The Successful Offeror must provide a minimum of 35 sq. ft. per child of indoor classroom space and 75 sq. ft. per child of usable outdoor space, both to accommodate 18 children.

6.The Successful Offeror shall provide classroom space with a sink (in addition to the bathroom sink) at children’s level for hand washing and art activities that is separated from cooking, eating or children’s activities.

7.The Successful Offeror shall provide at least one toilet and one sink within sight and sound of the classroom per 18 preschool children. When sharing restroom areas with other programs, the children in those programs shall be included in the toilet and sink ratio calculations.

D.Specific Requirements:

  1. The Successful Offeror shall work with HCPS technology to provide access to the internet and HCPS’s intranet (Ethernet).
  1. The facilities used to provide the program must be located within Henrico County and on a normal, regular HCPS bus route.
  1. Bus transportation will be provided by HCPS
  1. In the event of a school closing due to inclement weather, students will observe the school closing guidelines for Henrico County Public Schools as reported by the local media.
  1. The SuccessfulOfferor’s facility shallbe readily accessible to and usable by individuals with disabilities. There must be an accessible route to the playground area and at least one accessible restroom.
  1. The Successful Offeror shall ensure there are no fees associated with program participation for students and families.

E. Offeror’s Requirements:

  1. The Successful Offeror shall provide space that has windows and glass doors constructed, adapted, or adjusted to prevent injury to children. No facility must be operated where conditions exist that would be hazardous to the health and safety of children.
  1. The Successful Offeror shall providewritten procedures of injury prevention. Procedures shall be updated at least annually based on documentation of injuries and a review of the activities and services.
  1. The Successful Offeror shall provide play areas located & designed to protect children from hazards to include fences or barriers to separate play area from vehicular traffic and other dangers.
  1. The Successful Offeror shall provide cleaning crews to ensure all areas used by children are sanitized daily and outdoor areas are free of debris.
  1. The Successful Offeror shall provide playground equipment that is age appropriate and of resilient surfacing and shall comply with minimum Federal Programs Head Start performance standards.
  1. The Successful Offeror shall provide a designated place for bus access and car riders in close proximity to the entrance of the space provided.
  1. If the Successful Offeror is a multi-use facility it shall provide a dedicated entrance and exit to prohibit contact between students and public.
  1. The Successful Offeror shall provide a system to ensure that individuals who are not staff members or persons allowed to pick up children in care do not enter the areas where children are not under sight supervision.
  1. The Successful Offeror shall provide staff to monitor students during early arrival or late departure and students returned on the bus. These students shall be monitored until responsible adults arrive.
  1. The Successful Offeror shall provide a regularly operating service arrangement for children where, during the absence of a parent or guardian, a person or organization has agreed to assume responsibility for the supervision, protection, and well being of a child for less than a 24 hour period.
  1. The successful Offeror shall provide in their proposals copies of all appropriate licenses as well as the items listed below on each staff person, contract person or volunteer who will have 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:
  1. Licenses required by Virginia Daycare Cebter, not limited to - VA Department of Social Services, County of Henrico Health Department, County of Henrico Fire Marshall.
  1. Local agency checks: not limited to: state and local police, sheriff’s department.
  1. Employment verification/references.
  1. Verification of education and licensure where relevant to employment.
  1. Computer checks with the Virginia Criminal Information Network (VCIN) and Virginia Department of Motor Vehicles (DMV).
  1. Social Services checks with the Child Abuse and Neglect Central Registry Search.
  1. A completed up to date resume of all staff members.

12.The Successful Offeror shall certify to HCPS that the Offeror’s employees have not been convicted of a felony or any offense involving the sexual molestation, physical or sexual abuse or rape of a child; and whether employees have been convicted of a crime of moral turpitude. (Attachment D) Offerors shall conduct a review of the reports of investigations to ensure that only those employees whose record(s) show no convictions or founded child protective service complaints for acts that present a risk or threat to the students of HCPS will be assigned as direct service providers. By submitting their proposal, the Offerors certify that they understand this requirement, and if awarded a contract, they will comply. The Offeror further understands that failure to submit to any of the above requirements or failure to provide HCPS liaison from the Department of Federal Programs or designee with an acceptable explanation of derogatory information obtained through the investigation is a breach of contract and can result in default action.

13. The Successful Offeror shall provide each staff member, volunteer and individual from an independent contractor documentation of a negative tuberculosis screening.

F. First-Aid Kits: A well stocked first-aid kit shall be kept in theSuccessful Offeror’s facility and shall be readily accessible for minor injuries and medical emergencies.

G. Fire/Safety

  1. The Successful Offerors facilityshall have a written fire plan, developed with the consultation and approval of the appropriate local fire authority and reviewed with the local fire authority at least annually, and updated if necessary.
  1. The Successful Offeror shall provide fire safety drills and shall be conducted by the Successful Offeror and all associated rules and regulations as required by law.
  1. The Successful Offeror shalltrain new staff members in fire safety and emergency procedures before assuming supervision of students.
  1. The Successful Offeror shall include in the proposal copies of current building, fire and sanitation reports ensuring their facility meets compliance with federal, state, and local standards. The Successful Offeror shall remain in compliance during the contract period. The Offeror shall also provide verification in the proposal that their facility meets local zoning requirements.
  1. The Successful Offeror shall provide an annual fire inspection report from the appropriate fire official having jurisdiction.
  1. The Successful Offeror shall provide: an emergency preparedness plan that addresses staff responsibility and facility readiness with respect to emergency evacuation and shelter-in-place.

H. Sick children/Medication

  1. The successful Offeror shall be responsible for contacting parents/guardians and qualified staff shall monitor sick students until responsible adult arrive.
  1. There shall be written policy governing the delivery of medication that designates staff persons authorized to deliver and dispense prescribed medication by written agreement with a student’s parents. Notwithstanding any other provisions of this program to the contrary, all medication delivery and dispensing shall be in accordance with the Law of the Commonwealth of Virginia. (See Attachment G).

I. Food/Nutrition

  1. The Successful Offeror shall provide daily meals to include, breakfast, lunch and snack in accordance with USDA, CACFP and Head Start regulations.
  1. The Successful Offeror shall apply, meet all requirements of and be accepted as a vendor for USDA and CACFP meals in order to submit and receive monthly reimbursements for student participants. Offeror shall be responsible for all cost associated with meals and snacks of program participants not covered by reimbursements.
  1. The Successful Offeror shall provide appropriate kitchen equipment to prepare and serve breakfast, lunch and snack to students in accordance with USDA and CACFP guidelines. School Nutrition Services guidelines must also be followed. They can be found on the HCPS website.

J. Inspection/Monitoring of Program: Without prior notification, all facilities and program services established under this contract shall be available for inspection and approval by those staff that have been authorized to inspect and monitor facilities and services by the Director of Federal Program or his/her designee. Any findings shall be submitted to the Successful Offeror in writing, if requested. Corrective action shall be taken within a mutually agreed upon time frame. In addition, the Successful Offeror will ensure access to any facility or program by any other agency carrying out its responsibilities of child protection.

IV.ANTICIPATED SCHEDULE:

The following represents a tentative outline of the process currently anticipated by the County:

Request for Proposals distributed December 14, 2012

Pre-Proposal ConferenceJanuary 8, 2013

Deadline for questionsJanuary16, 2013

Receive written proposals January 31, 2013

Conduct oral interviews/negotiations February 12, 2013

Contract/Installation begins afterJuly 1,2013

V.COUNTY RESPONSIBILITIES:

Henrico County Public Schools 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.

  1. 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.