INVITATION TO BID
SCHOOL BOARD OF LAKE COUNTY
PURCHASING DEPARTMENT
29529 COUNTY ROAD 561
TAVARES, FLORIDA 32778-2496
The School Board of Lake County, located in Tavares, Florida, solicits your company to submit a bid on our Bid #4504RP Physical and Occupational Therapy Services.
All terms and conditions below are a part of this Invitation to Bid (ITB) and no bids will be accepted unless the vendor complies with all conditions required herein. Rights are reserved by the School Board of Lake County to accept or reject any and all bids and to waive all technicalities and award in the best interest of the Board. The Board does not sign contract forms provided by vendors. The bid, request for proposal, or invitation to negotiate with the vendor’s signature will constitute an offer to sell to the Board under the stated terms and conditions.
All prospective vendors are hereby cautioned not to contact any Board member of the School Board of Lake County or any other employee, officer, staff or agent, nor to attempt to persuade or promote through other channels. All contacts must be channeled through the Procurement Department. Failure to comply with these procedures shall be cause for disqualification of firm’s Submittal.
From the notice of publication until 72 hours after the posting of the recommendation of award only the Purchasing Department should be contacted concerning any questions concerning this bid. No other employee, officer, staff or agent of the School Board should be contacted during this period. All questions/concerns pertaining to any technical aspects of this bid should be posed through Public Purchase.
Purchasing Contact: Regina Peeples, Contract Facilitator
E-mail:
Fax: 352-253-6761
Address: 29529 CR 561
Tavares, Florida 32778
Formal bid openings will no longer be held for bids other than construction. Only the names of the bidders will be read.
1. BIDDERS RESPONSIBILITY: Before submitting their bid proposal, each bidder is required to carefully examine the invitation to bid specifications and to completely familiarize themselves with all of the terms and conditions that are contained within this bid. Ignorance on the part of the bidder will in no way relieve them of any of the obligations and responsibilities, which are a part of this bid.
IMPORTANT NOTICE TO BIDDERS: The Procurement Services Department of Lake County Schools has partnered with Public Purchase for the posting, notification, and processing of their bid opportunities. There is NO COST to Vendors to use this service for Lake County Schools bid opportunities.
Please follow the link www.publicpurchase.com to register with Public Purchase for Lake County Schools. This will place the Bidder on the notification list for any forthcoming addendum or other official communications. Failure to register as a prospective Bidder and/or accept receipt of each document may cause your Submittal Package to be rejected as non-responsive. If you have submitted a package without Lake County School Board issued forms and/or acknowledgment of issued addenda as provided by the Lake County School Board your submittal may be considered non-responsive.
2. ONLY ON LINE RESPONSES shall be accepted on line at www.publicpurchase.com prior to 2:00 pm on April 28, 2017.
It is strongly recommended THAT respondents submit bids as early as possible. time should be allowed to receive any requested assistance FROM PUBLIC PURCHASE. waiting until the last hours of the solicitation could impact the bid submittal.
3. SCOPE OF WORK AND SPECIFICATIONS: The intent of this bid is to establish firm prices for One (1) Florida licensed Physical Therapist (PT); Two (2) Florida licensed Occupational Therapists (OT); One (1) Florida Certified Occupational Therapy Assistant (COTA); and One (1) Florida Licensed Physical Therapy Assistant (PTA) to provide services for students enrolled in Exceptional Student Education programs at various school sites within Lake County, Florida.
A. The PT/OT may be requested to provide services, as outlined within this document, up to 8 hours per day (40 hours per week average) basis for every day that school is in session through the end of the 2017-18 school year, on an as needed basis. Hours of service may vary and are not guaranteed. (See Attachment 7: 2017-18 Student Calendar). The contract will provide firm prices for a twenty-four (24) month term, and may be extended for two (2) additional twelve-month periods upon mutual agreement and provided all terms and conditions remain the same.
The LCSB currently is advertising for two (2) Florida licensed Occupational Therapists (OTs) and one (1) Florida Licensed Physical Therapy Assistant (PTA); for full-time employment with the District. Direct hiring is preferred but when vacancies occur unexpectedly, the district needs a contractual company that can provide services on an as needed basis. The preference will be for companies that can provide PT and OT with school district experience.
B. This bid pricing will be established on a rate per hour basis for the therapist’s time and will cover all services including the following services:
a. SCREENING – Screening is defined as a process of surveying an individual in order to identify problems previously undetected. Screening does not consist of evaluation or the laying on of hands as in treatment. Screenings are usually done upon request from a teacher or a parent upon approval by ESE Program Specialist. Screenings should be administered through observation or standardized instrument and reported in the educational context.
b. EVALUATION – An evaluation is for the purpose of determining the need for Educationally Relevant Occupational Therapy or Physical Therapy services as determined by the Lake County Exceptional Student Education Special Programs and Procedures. The Criterion for Educationally Relevant Therapy, an assessment tool developed by the Department of Education, must be completed by the Occupational Therapist/Physical Therapist.
c. INTERVENTION SERVICES –
1. Activity planning
2. Individual Education Plan development per student
3. In-class individual intervention
4. Therapy room individual or group intervention
5. Consultation/meetings
d. It is understood that Social Security, taxes, Medicare, insurance, and all other benefits are the responsibility of the CONTRACTOR.
e. Therapists performing therapy services for the Lake County Schools must be duly qualified and licensed to practice therapy in accordance with the laws of the State of Florida. A copy of said license must be provided prior to providing any services under the agreement. Services will be provided on a regular basis and in accordance with services specified on each child’s Individual Education Plan (IEP). The Contractor agrees to provide copies of the individual therapist’s license prior to placement. Contractor will provide therapists and assistants who hold a current professional Occupational or Physical Therapy license (Florida) to evaluate and provide OT/PT treatment on each child referred by the District.
f. Therapists will be required to be a Direct Fee for Service provider for the Lake County School Board to enable the School Board to be reimbursed from Medicaid for eligible Occupational/Physical Therapy services to eligible students with disabilities.
g. Any requirement of this bid that the Contractor is unable to meet must be clearly noted as an exception on the cost proposal form. The School Board will evaluate these exceptions and determine if they are acceptable.
h. It is understood that where needs of students can and should be met in a small group that there will be single charge in accordance with the awarded hourly rate.
i. The CONTRACTOR agrees to comply with Titles VI and VII of the Civil Rights Act of 1964, which prohibits discrimination on grounds of race, color, age, sex, national origin, or religion; the Age Discrimination Act of 1967 as amended; and Section 504 of the Rehabilitation Acts of 1973, which prohibits discrimination against the disable. CONTRACTOR agrees to abide by the Code of Ethics and the Principles of Professional Conduct of the Education Profession in Florida, State Board of Education Rule: 6B-1.006, FAC.
j. Services will be provided on an “as needed” basis with students divided into treatment and maintenance programs and allocated therapy time based on need and authorization by the Director of Exceptional Student Education or Designee, School Board of Lake County.
k. The School Board will provide for School-based service, such as adequate therapy space, utilities, and housekeeping. Also, equipment as needed and ordered through consultation with the Exceptional Student Education Program Specialist and approved by the ESE Director. The Exceptional Student Education Director and Program Specialist will provide coordination and evaluation of the Occupational Therapy and Physical Therapy program.
l. All personnel to be assigned to the district project are subject to approval by the District’s ESE Administrator/designee of Occupational and Physical Therapy services. All OT/PT staff shall provide services consistent with the professional standard of care and shall comply with all the medical and ethical requirements imposed by the State of Florida, Board of Medicine, the Department of Professional Regulations, the Florida State Department of Education, and any other applicable federal, State, or local regulatory agency. All Therapists and Therapy Assistants must be proficient in oral and written English.
m. All therapists and assistants will be required to pass a district-approved screening which includes fingerprinting and drug testing at no cost to the district. All therapists and assistants will display an official district identification badge during contracted work hours.
n. Occupational and Physical Therapy services, as per (Attachment 7: 2017-18 Student Calendar), are to be provided Monday through Friday for a specified number of hours per week. The normal working hours are 7:30 AM to 4:00 PM. There will be no reimbursement for a 30-minute lunch period. A majority of treatment will be provided at a school within Lake County; however, a Therapist or Assistant may be required to provide OT/PT services at a student’s home, as determined by the student’s IEP. Occupational and Physical Therapy services will be required on an as needed basis and there is no guarantee of work to be offered as a result of this bid.
o. Contractor will not be reimbursed for mileage as an additional expense and shall therefore be included in the hourly rate. The Contractor must provide their own transportation to and from the school/worksite.
4. BID SCHEDULE:
Deadline for Questions:...... April 14, 2017 @ 4:00PM
Last Date for Addendums:...... April 21, 2017
Bid Opens:...... April 28, 2017 @ 2:00PM
Posting of Award Recommendation.....May 30, 2017
Board Action on Recommendation…...June 12, 2017
5. AWARD:
A. It is anticipated that Award shall be made to one Primary and two Alternate vendors who submits the first, second, and third “lowest” and “best” responsive and responsible bids submitted based on conformity to specifications and price. Multiplying unit cost per item by quantity estimated and summing the totals shall determine lowest bid price. The Primary vendor shall always be contacted first for all work and the School Board shall contact the alternate vendor only when the Primary vendor cannot complete the work within the required period of time as determined by the School board of Lake County. As the best interests of the School Board may require, the School Board reserves the right to make award(s) on a lowest price basis by item, group of items, all or none, or a combination thereof; with one or more Vendors; to reject any and all bids, that in its judgment will be for the best interest of the Lake County Schools, or waive any minor irregularity or technicality in bids received. Award shall be made on conformity to specifications, price and professional qualifications.
It is important that vendors understand the District’s budgetary restrictions when offers are submitted. To fulfill our fiduciary responsibilities we are requesting that all pricing submitted be as competitive as possible so that we may return maximum value to the District. By providing a bid the vendor is acknowledging that the District’s current or future budgetary shortfalls may materially impact long-term completion of the District’s projections under this bid and/or may materially impact the District’s ability to consider renewal of any subsequent terms. Please also see Item 9.
B. The Board reserves the right to use the next lowest and best responsive and responsible bidder in the event the original awardee(s) of the bid cannot fulfill their contract, subject to the terms and conditions provided herein. The next lowest and best responsive and responsible bidder’s prices must remain the same as originally bid and must remain firm for the duration of the contract.
6. Bid tabulations with recommended awards will be posted for review by interested parties on or about May 30, 2017 on www.publicpurchase.com. Since this information is available as outlined above, the purchasing department will not mail or fax recommendation of award notices to all bidders. Failure to file a protest within the time prescribed in Section 120.57 (3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Any person who is affected adversely by the decision or intended decision shall file with the Board, through it’s Purchasing Department, a written notice of protest within 72 hours after the posting or notification. A formal written protest shall be filed within 10 calendar days after filing the notice of protest. With respect to a protest of the specifications contained in an invitation to bid or in a request for proposals, the notice of protest shall be filed in writing within 72 hours after the receipt of the project plans and specifications or intended project plans and specifications in an invitation to bid or request for proposals (but no later than the time when the bids or responses must be received in order to be considered), and the formal written protest shall be filed within 10 calendar days after the date the notice of protest is filed. The 72 hours period referred to herein shall not include Saturdays, Sundays, or holidays. The word "holiday" shall mean any weekday on which the School Board's Administrative offices are closed. Failure to file a timely formal written protest shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. The formal written protest shall state with particularity the facts and law upon which protest is based. Any person who files an action protesting a decision or intended decision pertaining to a bid pursuant to FS 120.57(3)(b), shall post at the time of filing the formal written protest, a bond payable to the School Board of Lake County in an amount equal to one percent (1%) of the total estimated contract value, but not less than $500 nor more than $5,000, which bond shall be conditioned upon the payment of all costs which may be adjudged against the protester in the administrative hearing in which the action is brought and in any subsequent appellate court proceeding. In lieu of a bond, a cashier’s check, certified bank check, bank certified company check, or money order will be an acceptable form of security. If, after completion of the administrative hearing process and any appellate court proceedings, the district prevails, it shall recover all costs and charges which shall be included in the final order or judgment, including charges made by the Division of Administrative Hearings, but excluding attorney’s fees. Upon payment of such costs and charges by the protester, the protest security shall be returned. If the protester prevails, he or she shall recover from the district all costs and charges which shall be included in the final order of judgment, excluding attorney’s fees. Upon receipt of the formal written protest and protest bond which has been timely filed, the district shall stop the bid solicitation process or the contract award process until the subject of the protest is resolved by final district action, unless the Superintendent sets forth in writing particular facts and circumstances which require the continuance of the bid solicitation process or the contract award process without delay in order to avoid an immediate and serious danger to the public health, safety, or welfare.