RFP #14-9574-3EF
March 21, 2014
REQUEST FOR PROPOSAL
EAROBICS TRAINING AND SUPPORT SERVICES
HENRICO COUNTY PUBLIC SCHOOLS
Your firm is invited to submit a proposal to provide an annual contract for Earobics training and support services to serve the needs of students primarily funded by Federal Programs of Henrico County Public Schools, in accordance with the enclosed specifications. The submittal, consisting of the original proposal and three(3) additional copies marked, "A Proposal for Earobics Training Support Services”, will be received no later than 2:00 p.m., April 25, 2014, by:
IN PERSON OR SPECIAL COURIERU.S. POSTAL SERVICE
County of HenricoCounty of Henrico
Department of FinanceDepartment of Finance
Purchasing Division ORPurchasing Division
1590 E. Parham RoadP.O. Box 90775
Henrico, Virginia 23228Henrico, Virginia 23273-0775
This RFP and any addenda are available on the County of Henrico Purchasing website at To download the (IFB or 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 2:00p.m., April 25, 2014 whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Division, Department of Finance. 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 Division personnel by the deadline indicated.
The awarding authority for this contract is the Purchasing Director, Department of Finance.
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 via email to no later than April 7, 2014.
Very truly yours,
Cecelia H. Stowe, CPPO, C.P.M.
Purchasing Director
Eileen Falcone
Senior Buyer
804-501-5637
1590 E. Parham Road/P.O. Box 90775/Henrico, Virginia 23273-0775
(804) 501-5660 Fax: (804) 501-5693
REQUEST FOR PROPOSAL
EAROBICS TRAINING AND SUPPORT SERVICES
HENRICO COUNTY PUBLIC SCHOOLS
I.Purpose:
The intent and purpose of this Request for Proposal (RFP) is to solicit sealed proposals from qualified firms to establish a contract to obtain the services of a licensed, qualified Offeror or Offerors to provideEarobics implementation support to schools using the Earobics program already in place throughout Henrico County Public Schools (HCPS). This RFP is intended to permit competition. The contract(s) awarded are intended to handle the ongoing needs of HCPS and to be annually renewable for a period not to exceed five years. The majority of the services will be needed through the high demand months of the school year on an as-needed basis depending on the volume of students.
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 49,000 students in grades K – 12.
B.The County has an annual contract that provides Earobicstraining and support services that will expire June 30, 2014. Contract payments for the last three fiscal years were:
2012-2013- $69,350
2011-2012- $66,800
2010-2011- $52,250
III. SCOPE OF SERVICES
A. General Requirements
1.The Successful Offeror(s) shall design and implement a program utilizing the Earobics software and materials. The program should include:
a. The training and support of teachers on how to implement the Earobics program in the classroom, small groups and individualized attention, to increase student literacy skill.
b. Provide guidelines to teachers in the areas of interpreting data and developing plans for students.
2. The Successful Offeror(s) shall provide speech and language screenings and early literacy support as designated by HCPS Department of Federal Programs.
3.All components of the services to be received shall be reviewed and approved by the HCPS Coordinator of Federal Programs.
4.The services shall be available weekdays, Monday through Friday, consistent with the HCPS calendar for the 2014/15 school year and subsequently approved calendars.
5.The program support shall be conducted in Henrico County Public Schools facilities within normal working hours for teachers.
6.In the event of a school closing due to inclement weather, the Successful Offeror(s) will observe the school closing guidelines for HCPSas reported by the local media. Rescheduling may be required.
7.For training purposes, the Successful Offeror(s) may be in the presence of HCPS students supporting teachers using Earobics software. The Successful Offeror(s) will have direct contact with students during speech and language screenings.(Attachment D)
8.Any serious incident, as defined by the Code of Student Conduct shall be immediately reported to the Principal of the location where the incident took place. The Successful Offeror(s) shall document and report all serious accidents as defined by VDOE policies and procedures. A copy of the HCPS Code of Conduct will be provided to the Successful Offeror(s) after contract award.
9.The Successful Offeror(s) shall designate in writing a coordinator to handle and assist in any and all problems concerning contract administration, communications and relations with the HCPS Federal Programs Coordinator or their designee.
10.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.
11.TheSuccessful Offeror(s) shall operate the program in conformance with all applicable federal, state and local statutes and ordinances.
B.Offeror Requirements
- The Offeror shall be qualified and trained for the positions and duties to which they are assigned. The Offeror shall have been regularly engaged as a provider of instruction, supervision, and management of the Earobics program as described below.
- Offeror must have had training in Emergent and Early Literacy, specifically; phonological awareness, phonics, vocabulary, fluency, and reading comprehension.
- Offeror shall provide evidence of a minimum often (10) years experience in Early Childhood Education and five (5) years experience working with the Earobics program.
- Offeror must have formal training in the use of the Earobics Program and shall utilize this program with the teaching staff of HCPS.
- Offeror must provide evidence of a minimum of a master’s degree in Speech Language Pathology or Reading and a Certificate of Clinical Compentence.
- Offeror must have extensive experience in training teachers on how to implement the Earobics program (software and supporting materials) in the classroom. Experience should include; full day initial training of teachers, in class supporting of teachers on how to conduct Earobics lessons, analyzing Earobics software data, using Earobics software data to create intervention plans.
- Professional Development should include the training of how teachers are to implement the program with students through formal training sessions, classroom support sessions and software data analysis sessions.
- Offeror shall have knowledge and experience in analysis of all Earobics software data reports (district report to individual student progress report) as well as PALS reports. Offeror should have experience in explaining Earobics software data to teachers and administrators as well as providing next steps based on the data.
- Offeror shall have knowledge and experience in utilizing the Earobics PALS roadmap and reports to create intervention plans and provide targeted instruction to teachers for students.
2.Offeror shall include with the proposal copies of all appropriate licenses as well as the items listed below. The Offeror 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:
a.Copies of diplomas and licenses, supported by academic transcripts certified as original are required and shall be submitted with the proposal.
b.A completed, up to date resume of all staff members shall be submitted with proposal.
c.The Successful Offeror(s) or his/her employees performing service under the terms of 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
d.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. The Offerors further understand that failure to submit to any of the above requirements or failure to provide HCPS Federal Programs Coordinator (or designee) with an acceptable explanation of derogatory information obtained through the investigation is a breach of contract and can result in default action.
C.Reporting Requirements
The Successful Offeror shall provide a written report to designated Federal Programs staff detailing the support provided on each contract day. Reports should detail student support, teacher support and Earobics program management.
D. Pricing
- The Successful Offeror shall provide an hourly rate for all support and services.
- The Successful Offeror must provide a monthly timesheet stating the date, hours worked, location and description of services. The timesheet must be signed by the Coordinator of Federal Programs or their designee.
- The Successful Offeror shall not charge HCPS for travel time and travel expenses.
IV.ANTICIPATED SCHEDULE:
Request for Proposals distributed……………………………...... March 21, 2014
Deadline for Questions...... April 7, 2014
Receive written proposals ……………………………………...... April 25, 2014 2:00 p.m.
Conduct oral interviews/negotiations with selected Offerors...... May 6, 2014
Contract to begin ...... July 1, 2014
V.COUNTY RESPONSIBILITIES:
Henrico County Public Schools has designated a 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 DivisionEastern 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 Division 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.
2.If the Successful Offeror fails to cure said default within 20 days, the County, among other actions, may complete the Contract work through a third party, and the Successful Offeror shall be responsible for any amount in excess of the Contract price incurred by the County in completing the work to a capability equal to that specified in the Contract.
G.Discussion of Exceptions to the RFP
This RFP, including but not limited to its venue, termination, and payment schedule provisions, shall be incorporated by reference into the Contract documents as if its provisions were stated verbatim therein. Therefore, Offerors shall explicitly identify any exception to any provisions of the RFP in a separate “Exceptions to RFP” section of the proposal so that such exceptions may be resolved before execution of the Contract. In case of any conflict between the RFP and any other Contract documents, the RFP shall control unless the Contract documents explicitly provide otherwise.
H. Drug-Free Workplace to be Maintained by the Contractor (Va. Code § 2.2-4312)
1.During the performance of this Contract, the contractor agrees to (i) provide a drug-free workplace for the contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
2.For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor in accordance with the Virginia Public Procurement Act, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.
I.Employment Discrimination by Contractor Prohibited
1.During the performance of this Contract, the contractor agrees as follows (Va. Code § 2.2-4311):
(a)The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.
(b)The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.
(c) Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.
2. The contractor will include the provisions of the foregoing subparagraphs (a), (b), and (c) in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
J.Employment of Unauthorized Aliens Prohibited
Any contract that results from this Request for Proposal shall include the following language: "As required by Virginia Code §2.2-4311.1, the contactor does not, and shall not during the performance of this agreement, in the Commonwealth of Virginia knowingly employ an unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986."
K.Indemnification
The Successful Offeror agrees to indemnify, defend and hold harmless the County (including Henrico County Public Schools), and the County’s officers, agents and employees from any claims, damages, suits, actions, liabilities and costs of any kind or nature, including attorneys’ fees, arising from or caused by the provision of any goods and/or services, the failure to provide any goods and/or services and/or the use of any services and/or goods furnished (or made available) by the Successful Offeror, provided that such liability is not attributable to the County’s sole negligence.