Request for Proposals
Merrillville Community School Corporation
Before-/After-School Child Care
May 2018
Instructions for Proposals
Packet: Request for Proposals (RFP) may be picked up at the District office or emailed during normal working hours, 8:00 AM till 4:00 PM., beginning Monday May 21, 2018. Please contact Danny Lackey at or (219)650-5300 to request an RFP.
Requests for Information: Questions and requests for clarification should be made through email to Danny Lackey at .
Building Tours: Building tours of each school site will take place for all interested providers on Thursday May 31,2018 at 1:00 PM. All tours will begin at Merrillville Community School Administration Building, 6701 Delaware Street Merrillville, IN 46307. Please email Danny Lackey at to schedule a tour. We are not scheduling any additional tours and we are unable to accommodate any unscheduled “drop by” visits for visual inspections.
Submission of Proposals: Proposals must be received by 1:00 PM on Monday June 18, 2018. Proposals must be marked “Merrillville Community School Corporations Before-/After-School Child Care Proposal” with the following information included on the outside of the envelope.
Information for outside of envelope / Proposal submitted to- Name (Company)
- Address
- Phone Number
- Contact Name
6701 Delaware Street
Merrillville, IN 46410
Re: Merrillville Community School Corporation
Before-/After-School Child Care Proposal
Complete proposals must include the following documentation
1)Signed Instruction for Proposals (this document) Page 1
2)Signed General Terms and Conditions Page 2-4
3)Signed and completed RFP Schedule Page 5
4)Signed and completed Questions/Requests for Information Page 6-9
5)Signed and completed Reference Page Page 10
6)Signed Acknowledgement of Agreement terms and provisions Page 11
Submitted by: ______Date: ______
Signature of Authorized Representative Provider
Request for Proposals
Merrillville Community School Corporation
Before-/After-School Child Care
May 2018
General Terms and Conditions
The reference to “Provider’ hereinafter shall be to any entity of business making a proposal to provide the requested programming.
Program Responsibility: The proposal must be for the full programming costs of personnel, materials, equipment, rental fees, snacks/beverages, and all miscellaneous expenses necessary to operate before-school and after-school programs on school grounds in full compliance with all applicable Indiana and Federal requirements for such programming and in compliance with the terms of the agreement between the Merrillville Community School Corporation and the Provider. The Merrillville Community School Corporation (hereinafter referred to as “School”) proposes to agree with Provider for the use of the physical space for the program. All other responsibilities for programming and services shall be borne by the Provider. The Provider will be solely responsible for all of its employees, staff and services. The Program shall not be considered a school- or district-related activity. All publicity and program materials should make clear this distinction.
The Provider is responsible for all transportation costs which may be realized based on the final configuration of the program sites.
Background Check: The Provider shall be responsible for requiring that a criminal state and federal background check be conducted on all of its staff and employees who come into contact with children. The Provider shall confirm in writing at the onset of each school year – and at the time any new staff or employee is hired who will be on the School’s premises – that all of its staff and employees have submitted to and completed a criminal background check. The Provider will provide copies of all background checks completed for its staff at the onset of their work within the School and upon hiring any new staff or employee who will come into contract with children.
Program Hours: The before school program hours are to be 6:30 am to 7:45 am after school hours 2:30 pm to 6:00 pm. Students are dismissed at 1:25 pm every Thursday during the school year. Therefore, the after-school hours would begin 55 minutes earlier on these days. Each component must interface seamlessly with school programs offered before and after school, allowing students to safely move from school to extracurricular programs to daycare.
Program Scope: The School is seeking proposals for before –school and after- school programming with a strong focus on academic enrichment for children who reside in the School District, are enrolled in the district, are in grades kindergarten through 6th grade, with locations and current student enrollment as follows:
Fieler / Iddings / Miller / Salk / John Wood373 / 575 / 362 / 615 / 264
Capacity for Sections at each location may need to be capped by the District
Request for Proposals
Agreement Terms Part of Proposal: Any Provider submitting a proposal will be expected to and hereby does agree to these General Terms and Conditions, and enter into, those terms and conditions set forth in the Agreement included with this RFP. The terms and conditions of the Agreement are proposed to be integral and required conditions of the proposal. Any Provider making a proposal must familiarize itself with the terms and provisions of said Agreements and state in their response any terms they propose to be altered or they are otherwise unwilling or unable to agree to, and if applicable, propose alternative terms.
Effect of Proposal: The submission of a proposal constitutes a Provider’s representation that they have read and understand the terms and conditions of this RFP. By submitting a proposal, any Provider further represents and warrants that the person submitting such proposal and executing any documents related thereto is a representative of the Provider fully authorized to make legal commitments on behalf of the Provider.
Provider Selection: Proposals shall be awarded to the Provider deemed to most suitable by the Board. The Board may award a nonconforming proposal if it chooses. The Board is seeking responses to this RFP to obtain competitive pricing for the requested services with the understanding that the quality and nature of the services will play a significant role in the determination of the most qualified Provider. The Board will use it reasonable judgment to assess which proposal best meets the needs of School District residents and community, all as determined by, and in the sole discretion of, the Board. The Board further reserves the right to accept any proposal in whole or part and to award all or any part of the work to one or more Providers. Finally, the Board shall have the right to reject any proposal of Provider or terminate its relationship with any Provider as set forth in the Agreement.
Indemnification: A Provider making a proposal must agree to and shall indemnify and hold harmless Merrillville Community School Corporation, all of its employees, and the Board and its individual board members, officers, employees, agents, volunteers, successors, and assigns (“Indemnities”), from any and all claims, costs, damages, losses, judgments, liabilities and expenses (including reasonable attorneys’ fees and litigation costs) which may be raised, occur and be incurred by the Indemnities arising out of, in connection with, or related to (1) the Provider providing the before- and after- school program as contemplated hereby, (2) any acts or omissions of the Provider or its agents, employees or representatives; and (3) any breach by the Provider of the terms or requirements of the Contract. Any litigation or claims brought by Provider involving the School shall be brought in the Federal or County judicial venue of the School District in Lake County Indiana.
The Provider further agrees to indemnify and hold harmless the Board, its employees, representatives or program participants against any and all claims for loss, damage, or injury arising out of a claim or suit for alleged infringement of any trademark, copyright or patent for any equipment, services, curriculum or materials used or provided by the Provider. The Provider agrees that it will assume upon request, the defense of any and all such indemnifiable claims and suits and pay all costs and expenses incidental thereto.
Professional Services: The Provider commits and agrees at all times that its services shall be performed and provided in accordance with professional standards, and in accordance with all Federal and Indiana legal requirements, licenses, laws, regulations and industry best practices.
No Assignment: The qualifications of the Provider are essential to the performance of this Agreement and no portion of the work hereunder may be transferred, assigned or otherwise delegated to any other business, entity, third party, consultants or employees other than the Provider and those persons in the employment of and under the supervision of the Provider.
Compliance with Laws and Policies and Procedures: The Provider agrees to and shall at all times observe and comply with all applicable laws, rules, ordinances and regulations, and School policies and procedures enumerated in the Agreement, relating to its operations and as certified to in the RFP Documents.
Submitted by: ______Date: ______
______
Signature of Authorized
Representative Provider
Request for Proposals
Merrillville Community School Corporation
Before-/After-School Child Care
May 2018
RPF ScheduleAction / Date
1)RFP issued
2)Deadline for proposal submission
3)Board of Education Meeting to discuss proposals
4)Board of Education Meeting to take action on proposals
5)Tentative start date for before-/after-school child care program / May 21, 2018
June 18, 2018
July 10, 2018
July 24, 2018
August 15, 2018
Submitted by: ______Date: ______
______
Signature of Authorized
Representative Provider
Please make a general statement which addresses the following areas. (150 words or less)- The general philosophy which guides your program
- Your program’s mission
- Key indicators which separate your program from other providers
Staffing Ratios
Minimum staffing ratio
Teacher to Student / Teacher / Student
Maximum staffing ratio
Adult to Student / Adult / Student
Minimum staffing ratio
Adult to Student / Adult / Student
Minimum number of students per section and building (site) / Students/Section / Students/Building(site)
Administrators per section and building(site) / Admin/Section / Admin/Building(site)
Element Description
How do you handle staff absenteeism?
(25 words or less)
Please provide required administrative staff credentials and experience.
(25 words or less)
Request for Proposal
Please provide required program staff qualifications, credentials & experience- please include; education level, experience with children, other (i.e. first aide certification)
(50 words or less)
Please describe your process for location, training, supervising, and evaluating your staff.
(80 words or less)
Please describe the activities for students included in your program throughout the various seasons.
Give an example of a typical day/week/month schedule.
(125 words or less)
Programs will not be offered on-site when the district is closed. Do you have any off-site programming options on these days? If yes, please describe.
(25 words or less)
Would you be able to offer full day programming on-site during district days when students are not in attendance, but school buildings are open? If yes, please describe this option.
(40 words or less)
Please describe your process for accommodating children with special academic, physical, emotional, and medical needs.
(75 words or less)
Request for Proposals
Please describe your behavior management plan. Please include rewards, consequences, parent notification, follow-up etc.
(75 words or less)
Please include copies of policies, procedures, handbooks. (Please attach copies.) How are these made available to parents?
(25 words or less)
How do parents receive timely information about fee options and program and staffing changes throughout the year?
(25 words or less)
Please provide information about your programming licensing status. Are there other accreditations your program holds? If so, please provide background.
(60 words or less)
Please complete the table below with respective costs for each category and number of children
Before School / After School / Before & After School
# of Children / # of Children / # of Children
1 / 2 / +3 / 1 / 2 / +3 / 1 / 2 / +3
Daily
Weekly
What other fee options do you offer?
(40 words or less)
Request for Proposal
Do you have reduced fees for qualified free/reduced families? If yes, please describe your process for qualifying families and determining the amount of fee reduction they receive.
(50 words or less)
Depending on enrollment at sites, transportation may be required. The provider will be responsible for arranging and paying for transportation. If transportation is required, how will additional fees be determined and how will you communicate with the district and parents?
(60 words or less)
Submitted by: ______Date: ______
______
Signature of Authorized
Representative Provider
Reference # 1Company Name
Contact Name
Address
Phone Number
Reference # 2
Company Name
Contact Name
Address
Phone Number
Reference # 3
Company Name
Contact Name
Address
Phone Number
Submitted by: ______Date: ______
______
Signature of Authorized
Representative Provider
Request for Proposals
Merrillville Community School Corporation
Before-/After-School Child Care
May 2018
Acknowledgement
I hereby acknowledge I have reviewed and understand the provisions and requirements of the Before-/After-School Child Care Programming AGREEMENT for a daycare Provider pursuant to this RFP. I understand that the successful provider proposing to provide daycare programming under this RFP will be required to enter into this AGREEMENT.
Submitted by: ______Date: ______
______
Signature of Authorized
Representative Provider
Request for Proposals
Merrillville Community School Corporation
Before-/After-School Child Care
May 2018
AGREEMENT
This agreement, made this -- day of ------, 2018 between ------, hereinafter called the “Provider” providing services identified below called the “Program” and Merrillville Community School Corporation hereinafter called the “School”
WITNESSETH
Whereas, the Contractor is an Indianan Corporation organized to provide a before- and after-school program; and,
Whereas, the Contractor has been awarded the contract to provide a before- and after-school program as mandated by Indiana State Law I.C. 20-26-5-2,
Now, therefore, for and in consideration of the premises and mutual covenants hereinafter set forth, the parties hereby agree as follows.
DEFINITIONS
SchoolsMerrillville Community School Corporation (Henry P. Fieler, Homer Iddings, Edgar L. Miller, Jonas E. Salk and John Wood Elementary Schools)
AreaDesignated areas (e.g. classroom, cafeteria, gymnasium, playground, library, bathroom facilities) approved by the building principal. The principal has the authority, with 24 hours notification to the provider at (219-000-0000), to require the provider to vacate any and all areas when space is needed for school functions. The principal will be responsible for predetermining an appropriately sized and functional space for Program’s relocation.
ProgramProvider will provide before-and after-school care to School enrolled children grade, kindergarten through grade 4 at the schools, defined above, which services will be provided within the AREAS identified and defined above. All Program services provided by Provider will be in conformity with applicable laws, rules and regulations. The Program services provided are also referred to as Provider reserves the right to expel any child if it is determined that his/her presence is detrimental to the well-being of the entire group.
CONTRACT DURATION
This Agreement shall commence on -- day of ------Month, 2018 and expire on – day of ------month, ----year.
Provider morning sessions will operate on a daily basis (Monday –Friday) from 6:30 AM till 7:45 AM. The AREAS in which the Program are operated, except for those portions of the AREAS in which school instruction is taking place, will also be made available to Provider at 6:15 AM and until 8:00 AM.
Provider afternoon sessions will operate on a daily basis (Monday – Friday) from 3:00 PM to 6:00 PM. The AREAS in which the Program are operated, except for those portions of the AREAS in which school instruction is taking place, will also be made available to the Provider at 2:45 PM and until 6:15PM.
The Program will follow the school’s calendar year. When the school is not in session, the Provider will not be in session. If school is cancelled (i.e. snow storm, loss of power, Provider is also cancelled.
EQUAL OPPORTUNITY PROVIDER
Provider is an equal opportunity provider and does not discriminate against any parent or child because of race, color, religion, national origin or ancestry, physical or other handicap, and/or medical conditions.
RATES
Provider will be paid for its Program management and services and such other services as identified in this Agreement by charging tuition to the children enrolled in the Program. School will not be responsible for charging, collecting or receiving tuition. School will not be required to pay Provider any additional amounts for the services rendered pursuant to this Agreement. School acknowledges that Provider’s tuition rates charged to enrolled students are subject to change over the term of this contract with written notification and a 30- day advanced notice to the School’s administrative office/contact person.
ON SITE SUPERVISION
Although state standards require a teacher/student ratio of 1:15, the Provider strives to maintain a 1:-- supervision ratio.
RESPONSIBILITIES AND REPRESENTATIONS
- PROVIDER’S RESPONSIBILITIES AND REPRESENTATIONS
Provider represents or shall be responsible for the following:
- Furnish, upon request, copies of personnel records that include resumes, references (3), first aid verification, criminal history affidavits, education documents, and any additional requirements as deemed necessary ty the School
- Use only the designated AREAS and vacate the premises by 8:00 AM and 6:15 PM unless mitigating circumstances occur. Equipment and supplies of School will not be used by Provider unless prior arrangements are made with the School Principal.
- Reasonable cleaning of AREAS occupied by the Program
- Will not allow any other community group or non-school individuals to use the Program’s designated areas.
- Will use the AREAS and such other portions of the School’s building in a reasonable way and will be responsible for damages other than normal wear and tear. The Provider agrees to promptly notify the Principal of any damage to the premises and will be responsible for the necessary repair work.
- Toys, equipment, material, food and supplies will be appropriately cleaned and stored. No flammable materials will be used and/or stored.
- Provide School with a certificate of insurance of the type and amount set forth in Article X of the Agreement, naming the School and the Merrillville Multi-School Building Corporation as additional insured.
- Will not hold School liable and hold School harmless for any injury to persons or damage to property as a consequence of the Program’s operations.
- Perform monthly fire, tornado, disaster, and safety drills and will provide upon request verification of drill procedures and reports.
- Have the following policies and procedures in place and, if requested, provide them to the school:
- Medical assistance/emergency
- Fees and collections
- Late pick-up
- Parent communications
- Sick children
- Complaints
- Guidance/discipline
- Applicant criminal history screenings
- Child abuse/reporting policies
- Confidentiality/privacy
- Accounting/finances
- Pertinent information regarding the Program’s operations will be quickly communicated to the Principal and administration contact person. Information regarding general policy and procedure will be communicated in writing to same.
- Maintain communication access vial the following: Corporate Office:
Corporate Fax: