RFP #12-9214-2KS

March 12, 2012

REQUEST FOR PROPOSAL

PRESCHOOL/DAYCARE FOR INCLUSIVE OPPORTUNITIES

FORHENRICO COUNTY PUBLIC SCHOOLS

Your firm is invited to submit a proposal to provide an annual contract for Preschool/Daycareservices for Inclusive Opportunities for Henrico County Public Schools in accordance with the enclosed specifications. The submittal, consisting of the original proposal and four (4) additional copies marked, "A PROPOSAL FOR PRESCHOOL/DAYCARE FOR INCLUSIVE OPPORTUNITIES”,will be received no later than 3:00 p.m., April20, 2012, 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. Box90775

1590 E. Parham RoadHenrico, Virginia23273-0775

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., April20, 2012 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.

A pre-proposal conferencewill be held on March16, 2012 at 10:00 a.m. in the Purchasing Office, North Run Office Complex, 1590 East Parham Road, Henrico, VA23228. 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 804-652-3999, enter meeting ID 7002, and password 6473. 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 Kevin Steinbrecher, no later thanMarch20, 2012.

Very truly yours,

Kevin Steinbrecher, CPPB, A.P.P.

Procurement Supervisor

804-501-5690

1590 E. Parham Road/P.O. Box 90775/Henrico, Virginia23273-0775

(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 with a preschool/daycare center to provide students who have been found eligible for exceptional education services the opportunity for inclusion in their daycare program.

II.BACKGROUND:

AHCPS is a large metropolitan school district with over 48,000 students in 72 schools for the 2011-12 school year. HCPS provides instruction for elementary, secondary, exceptional, and career & technical education.

BFor the past 18 years, HCPS has had a partnership with a private child care center as a means to provide a continuum of services that included large group instruction with students in a similar age range. This partnership has been able to provide more flexibility for the HCPS students they serve verses the Federal 4 year Old Preschool Program (braided funding from Head Start, Virginia Preschool Initiative, and Title 1: 4 Year Old Program) due to the strict guidelines. This partnership has benefited students that may be too young/old to participate in the Federal program and where the range of disability has been greaterthan the guidelines.

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 a developmentally appropriate integrated preschool program for 3-5 year olds that offers whole group, small group, and individual instruction as needed along with strong behavior management skills. Preschool students receiving exceptional education services from HCPS will be referred to this program based on their Individual Education Plans (IEP).
  1. It is desired that the program services for students begin the first day of school for all HCPS students. The successful Offeror shall hold an open house for the families of HCPS students placed in the program the week preceding school opening.

B.Students to be served:

  1. Students ages 3-5 years of age, found eligible for special education services in HCPS whose IEP indicate the need for large group instructions with typically developing peers.
  1. A student record including his/her current IEP shall be provided.
  1. Students may have the disabilities of developmental delay, autism, intellectual disability, multiple disabilities, traumatic brain injury, other health impairment, hearing impairment, and visual impairment.

C.General Requirements:

1.All components of the services to be received shall be reviewed and approved by the assigned Case Manager from HCPS Department of Exceptional Education. These components include, but are not limited to the student’s individualized plan, behavior management plan, intervention policies, educational program and service delivery.

2.The Successful Offeror shall provide space for up to 10 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 12 students at any one time. The Successful Offeror shall work with HCPS to accommodate modest fluctuations in the number of students requiring this service.

3.The program shall be available in the mornings for 5 days per week, 3 to 4 hours per day Monday through Friday throughout the school year, consistent with the HCPS calendar for the 2012/2013 school year and subsequently approved calendars which can be found at the following website:

  1. The Successful Offeror shall provide staffing to ensure a staff to child ratio of 1:10 students. This staff to child ratio shall be independent of staff provided by HCPS.
  1. HCPS will provide an early childhood special educator and a classroom assistant each day for the hours the students will be present.
  1. The Successful Offeror shall provide developmental appropriate instruction that uses the framework and materials of a standard curriculum that is aligned with the Virginia Foundation Blocks for 4 year olds. (Information related to this program can be found on the Virginia Department of Education website.) The schedule includes whole group & small group activities that address development in the areas of reading/language arts, social emotional development, mathematic, science, fine arts, physical movement, social studies, and health and safety.

D.Specific Requirements:

  1. HCPS will be responsible for providing case management services for all students placed by HCPS. The Successful Offeror will support HCPS staff by implementing,learning strategies and providing all accommodations/modifications that are included in students’ IEP.
  1. HCPS will be responsible for developing behavior management systems as needed for students placed by HCPS. The Successful Offeror will implement any behavior program developed for a specific student or for a group.
  1. HCPS shall document and report all serious incidents as defined by the Code of Student Conduct and HCPS Policies and Regulations. Incidents shall be reported to the Director of Exception Education or their designee.
  1. HCPS shall be responsible for providing daily transportation for each student to and from the program.
  1. The facilities used to provide the program must be centrally located within HenricoCounty and on a normal, regular HCPS bus route.
  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.

E.Offeror’s Requirements:

  1. The Offeror’s staff 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 preschool students with training in successful strategies for working with children with special education needs.
  1. The Offeror shall have a stated discipline policy and philosophy that uses a positive support model with specific expectations for behavior and consequences that is appropriate for preschool children.
  1. Offerors shall provide in their proposals copies of all appropriate licenses as well as the items listed below on each staff person 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: 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
  1. Offerors shall provide in their proposalsthe following information on the Owner/Director of site.

a.Number of years experience

b.Briefly describe Mission/philosophy

c.Briefly describe experience with children with disabilities

d.Education/Training/Certification

e.References

f.Facility location and access for those with disabilities

  1. The 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 Offerorscertify 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 Exceptional Education or designee with an acceptable explanation of derogatory information obtained through the investigation is a breach of contract and can result in default action.

F.Fire Safety and Zoning:

  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. Fire Safety drills shall be conducted by the Successful Offeror and be in compliance to any and all associated rules and regulations as required by law.
  1. The Successful Offeror shall train new staff members in fire safety and emergency procedures before assuming supervision of students.
  1. The 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.

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

H.Deliveryand Dispensing of Medication: 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.Liaison Services: A HCPS early childhood special educator supporting the program will act as liaison to handle and assist in any and all problems concerning administration, communications, and relations with the Successful Offeror and the HCPS Director of Exceptional Education.

J.Confidentiality: The Successful Offeror will ensure the confidentiality of students placed by HCPS, including but not limited to, the disability and services the student is receiving.

K.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 Exceptional Education 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.

L.Program Compliance: The Successful Offeror shall operate the program in conformance with all applicable federal, state and local statutes and ordinances.

M.Student Progress Reports: HCPS personnel will provide 9 week IEP updates, weekly progress notes to families, develop annual IEP, and any other communication/progress notice that is included in an IEP or agreed upon by HCPS and families. The Successful Offeror will provide a monthly newsletter with an overview of theme and learning activities.

N.Food/Nutrition: The Successful Offeror will provide a nutritionally balanced morning snack or lunch (dependent on the hours of the program). It will be the responsibility of the family, if the student requires special foods or diets, to make the appropriate arrangements with the Successful Offeror.

O.The SuccessfulOfferor’s facility must be 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.

IV.ANTICIPATED SCHEDULE:

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

Request for Proposals distributed March 12, 2012

Pre-Proposal ConferenceMarch16, 2012, 10:00 a.m.

Deadline for questionsMarch20, 2012

Receive written proposals April 20, 2012, 3:00 p.m.

Conduct oral interviews/negotiations May15, 2012

Contract/Installation begins afterJuly 1, 2012

V.COUNTYRESPONSIBILITIES:

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 GovernmentCenter

North Run Office Complex3820 Nine Mile Road

1590 East Parham RoadHenricoVA23223

HenricoVA23228

HenricoGovernmentCenter

4301 E. Parham Road

HenricoVA 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.