REQUEST FOR PROPOSALS Drop-In Child Care Services Contract Period: April 1, 2013 - December 31, 2013 Ramsey County Community Human Services Department 160 East Kellogg Boulevard St. Paul, MN 55101 Date Issued: January 9, 2013 Date RFP Revised: January 22, 2013 Deadline for Proposal Submission: February 26, 2013, by 3:00 p.m. Pre-Proposal Conference: February 5, 2013 9:00 a.m. – 11:00 a.m. Ramsey County Community Human Services 160 E. Kellogg Blvd. St. Paul, MN 55101 Location: 4th Floor Room: Drop In Child Care Center Section I. Project Information A. PROJECT DESCRIPTION Overview Ramsey County, through its Community Human Services (CHS) department, seeks to contract with a qualified community vendor to provide on-site, drop-in child care services for families accessing Minnesota Family Investment Program (MFIP) services at the Ramsey County Government East (RCGE) building located at 160 East Kellogg Boulevard in downtown St. Paul. MFIP provides temporary financial and child care assistance, and requires participation in employment services to help participants achieve self-sufficiency through work. MFIP services at RCGE are provided by the Ramsey County Community Human Services (CHS) and Workforce Solutions (WS) departments. The selected vendor is expected to learn about the services available at or provided by CHS and WS and to help coordinate drop-in child care services, including the consistent and diligent tracking of drop-in child care usage. Purpose and Goals Ramsey County acknowledges that parents accessing services at the RCGE may have a need to bring their child(ren) with them during the interview and application process for financial assistance, orientation and overview of the program, and/or for initial and ongoing meetings with their workers. In some of these cases, the process can be long or inappropriate for children. On-site, drop-in child care services intend to reduce the number of no-shows and re-scheduled appointments due to child care issues. The goal of the on-site, Drop-In Child Care Center is to create a warm, family-friendly- child-care-center-like atmosphere that is not simply a “babysitting service”. The County desires a high quality drop-in child care service provider that serves the needs of the children while modeling high quality services for the parents. The Drop-in Child Care Center also enables participants to fully engage and participate in activities and trainings offered at the RCGE. B. PROJECT LIMITS 1. Total funding currently available for the contract period is $114,000. 2. Effective dates of the contract awarded resulting from this Request for Proposal (RFP) are subject to change. The selected vendor will enter into contract with Ramsey County to provide services in calendar year 2013, with a firm start date of Monday, April 1, 2013. 3. Final allocations for calendar years 2014 and 2015 will be established later in 2013, based on state allocation levels and availability. -2- 4. Allowable use of funds include administrative costs (capped at 10% of the total grant amount) and direct costs (all costs associated with staffing and the provision of direct services). Note: The RCGE Drop-In Child Care Center is fully furnished and the costs of rent and utilities are covered by the County. 5. Preference will be given to organizations who: are currently licensed and in good standing with the Minnesota Department of Human Services, Ramsey County, and/or their home county, as a child care provider by the service start date, April 1, 2013. clearly outline and/or demonstrate how they will be able to begin services promptly on April 1, 2013. 6. The number of children to be served in the Drop-In Child Care Center at any given time is limited per State law by the number of staff available. Per the Minnesota Statute, 245A.14, Ramsey County’s policy is to retain the following ratio of staff to children: Infants ages six weeks through 16 months 1:4 Children ages 17 months through 29 months 1:7 Children ages 30 months through 12 years 1:10 Statute language can be found at https://www.revisor.mn.gov/statutes/?id=245A.14. Additional background information on child care licensing can be found at http://www.dhs.state.mn.us/main/idcplg?IdcService=GET_DYNAMIC_CONVERS ION&dDocName=id_054359&RevisionSelectionMethod=LatestReleased. C. DEPARTMENT CONTACTS 1. Questions concerning this RFP may be submitted in writing by Friday, February 1, 2013 to Naly Yang, Planning Specialist, Room 9500, 160 E. Kellogg Blvd., St. Paul, MN 55101 or by email at Naly.Yang@co.ramsey.mn.us. 2. If clarification of the contents of proposals submitted to the County is needed, the County reserves the right to notify the proposers, and request responses in writing. The County reserves the right to interview any or all proposers at its sole discretion. -3- D. PRE-PROPOSAL CONFERENCE A pre-proposal conference is scheduled for Tuesday, February 5, 2013, from 9:00 a.m. to 11:00 a.m. at the Ramsey County Community Human Services department, Ramsey County Government Center East, 160 E. Kellogg Blvd., St. Paul, MN. The conference will take place on the 4th Floor in the Drop In Child Care Center. Please arrive early so that you will have ample time to find parking and get settled in. The purpose of this pre-proposal conference is to provide information about this RFP and to answer any questions individuals, agencies, or organizations may have regarding the goals, services, and desired outcomes identified in this RFP. Attendance at this pre-proposal conference is not required in order to submit a proposal. Written questions can be sent to Naly Yang at 160 East Kellogg Boulevard, Room 9500, St. Paul, MN 55101 or Naly.Yang@co.ramsey.mn.us prior to the pre-proposal conference. The deadline for written questions is 3:00 p.m. on Friday, February 1, 2013. Questions received will be answered at the pre-proposal conference on Tuesday, February 5, 2012 and/or by written addenda. Questions received prior to and during the pre-proposal conference and their answers will be posted at http://www.co.ramsey.mn.us/hs/rfp/index.asp. Questions submitted or received after the pre-proposal conference will not be answered. Proposals are due by 3:00 p.m. on Tuesday, February 26, 2013. A complete proposal will consist of the following: Vendor Form Proposal Budget Sheet Budget Narrative List of 3 References W-9 Form with Original Signature 1 original copy AND 7 duplicate copies -4- Section II. Scope of Services A. GENERAL Drop-In Child Care Services Usage The table below shows the total number of children served at the Drop-In Child Care Center at RCGE from calendar years 2011 and 2012. The number of children fluctuate from month to month. Families who utilized the services of the Drop-In Child Care Center in 2011 and 2012 had, on average, 0.72 child in their care when they came in for services. Number of Children Served 600 500 400 300 2011 2012 200 100 0 Jan Feb Mar April May June July Aug Sept Oct Nov Dec Organizations must address, in their proposal, how services will be adopted to ensure that service delivery is effective, including staffing and activities, given the month to month fluctuations. In addition, proposals should include a back-up coverage plan for staffing in the event of unplanned absences (i.e. snow days, illnesses, personal emergencies, no shows, etc.). Core Services Per State definition (245a.02, Minnesota Statute 2012), drop-in child care services are described as a nonresidential program of child care in which children participate on a onetime or occasional basis only. It differs from the standard child care service delivery model in that drop-in child care: -5- requires a parent to remain in the building at all times while the child(ren) are in the center; is on a first come, first serve basis only; cannot exceed a 3 hour, continuous stay; does not offer snacks or meals; and may not administer medication. The RCGE Drop-In Child Care Center is equipped with a variety of age-appropriate educational equipment and materials that are to be used to address the needs of the children who come to the Drop-In Child Care Center. Children will have the opportunity to take part in a variety of creative activities while under care. Drop-In Child Care services are free and optional for MFIP families. Services are provided during the regular work week, Monday thru Friday, when the RCGE lobby is open from 7:30 a.m. to 6:00 p.m. Organizations may list their preferred eight (8) hours of operation in their proposals for consideration (i.e. 7:30 a.m. - 4:00 p.m., 8:00 a.m. - 4:30 p.m., 8:15 a.m. - 4:45 p.m., etc.). Proposals must include a plan for staffing coverage during the standard daily 15 minute breaks in the morning and afternoon. A daily standard 30-45 minute lunch break is scheduled during which time the Drop-In Child Care Center will be closed. Location Drop-in Child Care services are provided on-site at the Ramsey County Government East building, located at 160 East Kellogg Boulevard, St. Paul MN. The center is located off of the main lobby area on the building’s 4th floor. For planning purposes, proposers should review the floor plan of the Drop-In Child Care Center included in this RFP as Appendix A. Note: The pre-proposal conference will take place inside the Drop-In Child Care Center so that interested parties will be familiar with the layout of the facilities. No stand alone viewings or tours of the Drop In Child Care Center will be given during this RFP process. Once a provider is selected, arrangements can be made to start the move-in process prior to April 1, 2013. Section III. Proposal A. TIME TABLE Release of the RFP January 9, 2013 Deadline for Submission of Written February 1, 2013 (by 3:00p.m.) Questions Pre-Proposal Conference February 5, 2013 -6- Proposal Submission Deadline February 22, 2013 (by 3:00 p.m., if hand delivered) Review Panel Week of March 4, 2013 Interviews (as applicable) Week of March 4, 2013 Recommendation to the Board March 12, 2013 Board Meeting March 26, 2013 Services Begin April 1, 2013 B. VALID PROPOSAL 1. In order to be considered valid, the proposal shall be in writing, submitted on time and in accordance with the submission process described under Section III.D. Proposal Submission. 2. A completed Vendor Fact Sheet (Appendix B) must be attached to the front of the original proposal. The Vendor Fact sheet must have the original signature of the officer who will be accountable for all representations. Unsigned proposals may be considered invalid. 3. A list of 3 personal and/or professional references must be attached to the original proposal (Appendix E). C. PROPOSAL CONTENTS The proposal should consist of the following information, presented in the order shown. Proposers should be specific and detailed in addressing required information: Organization Qualifications and Capacity 1. Briefly and concisely, state the organization’s purpose as defined in its mission statement. Include its classification such as public, private, corporation, partnership, not for profit, etc. If the organization is incorporated under one name, but does business under another, clearly state both names and describe this relationship. 2. A description of the proposer’s current ability and history of providing child care services to people from different racial/ethnic backgrounds. Included in this description should be: a. the different racial/ethnic communities the proposer has worked with and the type of work done within each racial/ethnic community identified, and b. experience with and/or understanding of the MFIP system, low income communities, communities of color, and the issue of poverty. c. (if applicable) experience with multiple child care sites and off-site supervision of workers. -7- 3. Please describe how your organization meets or exceeds the applicable Provider Standards set forth by the Minnesota Department of Human Services for child care providers. For more information on the provider standards, go to: http://www.dhs.state.mn.us/main/idcplg?IdcService=GET_DYNAMIC_CONVERS ION&dDocName=id_054359&RevisionSelectionMethod=LatestReleased. 4. Please provide a description of the organization’s resources and capacity to carry out the overall plan for an intensive and dynamic drop-in child care center. The description must include: a. Credentialed staff to support the operation of a drop-in child care center. b. Suitable administrative, accounting, and management information systems in place. c. Adequate policies and procedures in place to verify staff references checks. d. Education/training plan to maintain staff credentials. e. Strategy to have services in place by Monday, April 1, 2013. 5. Does/or has the organization partnered with any other public agencies and/or other organizations to deliver the type of desired services requested. If so, describe. Service Delivery Description 1. Describe the organization’s proposed drop-in child care service delivery model, design, and philosophy. Describe how this fits into the overall services that your organization provides and provide a description of: a. the approach that will be used to operate the Drop-In Child Care Center, including the envisioned daily routine and coverage. b. how quality of service as well as age appropriate activities for the children will be provided. 2. Describe the organization’s envisioned/proposed rule structure, including policy and procedure for the general operation of this site. The description should include: a. a plan to implement parental rights and responsibilities. b. a plan to maintain an organized course of business with the large volume of RCGE visitors who may utilize the Drop-In Child Care Center on a first come first serve basis. a plan to gather the data on service trends and utilization. -8- 3. Describe all positions, which are included in the budget, minimum qualifications, and specific job duties and responsibilities. If a particular position requires licensure or certification (e.g. CPR) of individuals providing the service, this must be part of the minimum qualifications, and the selected provider must be able to insure that staff meets these requirements. If applicable, include as an attachment resumes of staff currently providing services. Budget Form and Budget Narrative The following must be completed and enclosed with the submitted proposal in order for the proposal to be considered complete and valid. 1. A completed Budget Form – Appendix C 2. A completed Budget Narrative Form– Appendix D D. PROPOSAL SUBMISSION 1. Proposals are due by 3:00 p.m. on Friday, February 22, 2013. Proposals being submitted by mail should be sent to: Ramsey County Community Human Services c/o Naly Yang, Planning Specialist Re: Drop-In Child Care Services Request for Proposals 160 East Kellogg Boulevard Room 9500 St. Paul, MN 55101 Please note that this is NOT a postmark deadline. Hand delivered proposals can be dropped off in Room 9800, by 3:00PM on February 22, 2013. Faxed and e-mailed proposals will not be accepted. 2. Responses must include 1 original and 7 copies of the written proposal. Proposals must be formatted as follows in order to be considered valid: a. all margins should be set at 1 inch b. font size should be no smaller than 12 c. proposals should be no more than 15 pages in length, single sided. If double sided pages are submitted, each side should be counted as a separate page. Attachments are excluded from this requirement. 3. To facilitate the process, the original proposal should be sealed in a separate envelope or box. The name and address of the organization submitting the -9- proposal should be clearly marked on the outside. The remaining copies may be wrapped or boxed together. 4. A proposal may be withdrawn on written request of the proposer prior to the proposal due date. Negligence of the proposer in preparing its proposal confers no right to withdraw the proposal after the proposal due date. Prior to the due date deadline, changes may be made, provided the change is initialed by the proposer or the proposer’s agent. If the intent of the proposer is not clearly identifiable, the interpretation most advantageous to the County will prevail. Once submitted a proposal becomes public property and will not be returned. 5. Failure to submit a proposal on time may constitute grounds for the rejection of the proposal. 6. All information included in the submitted proposal will be classified in accordance with Section 13.591 of Minnesota statutes governing data. E. SPECIAL CONDITIONS The proposer, by submitting a proposal, agrees to the following special conditions: 1. Cost of Proposal. Ramsey County will not be responsible for any costs incurred by proposers in preparing proposals, including those not accepted. 2. Independent Price Determination. Proposers are held legally responsible for their proposals and proposal budgets. Proposers are not to collude with other proposers and competitors or take any other action which will restrict competition. Evidence of such activity will result in rejection of the proposal. Join proposals may be submitted upon prior approval by the County, or when noted as desirable within the RFP. 3. Reimbursement/payment. Payment will be through monthly invoices submitted to the County for services rendered. 4. Contingencies. Funds are available subject to the Federal, State or Local sources appropriating funds for this service. 5. Cancellation. The County reserves the right to amend or withdraw this Request for Proposals at any time and shall not be liable for any expenses incurred by any entity irrespective of whether a proposal was submitted or not. 6. Non-Conforming Services. The acceptance by the County of any non- conforming services under the terms of the development of a contract or the foregoing by the County of any of the rights or remedies arising under the terms of this agreement shall not constitute a waiver of the County’s right to conforming services or any rights and/or remedies in respect to any subsequent breach or - 10 - default of the terms of this agreement. The rights and remedies of the County provided or referred to under the terms of a contract are cumulative and not mutually exclusive. 7. Set off. Notwithstanding any provision of this agreement to the contrary, the Contractor shall not be relieved of liability to the County for damages sustained by the County by virtue of any breach of this Agreement by the Contractor. The County may withhold any payments to the Contractor for the purpose of setoff until such time as the exact amount of damages due to the County from the Contractor is determined. 8. Conflict of Interest. The Proposer affirms that, to the best of their knowledge, this proposal does not present a conflict of interest with any party or entity, which may be affected by the terms of a forthcoming contract. The Proposer agrees that, should any conflict or potential conflict of interest become known, they will immediately notify the County of the conflict or potential conflict, and will advise the County whether they will or will not resign from the other engagement or representation. 9. Subcontractor Payment. Proposer shall plan to pay any subcontractor within ten days of the contractor’s receipt of payment from the County for undisputed services provided by the subcontractor. The Proposer shall pay interest of 1 ½ percent per month or any part of a month to the subcontractor. The minimum monthly interest penalty payment for an unpaid balance of $100.00 or more is $10.00. For an unpaid balance of less than $100.00, the Proposer shall pay the actual penalty due to the subcontractor. A subcontractor who prevails in a civil action will be awarded its costs and disbursements, including attorney’s fees, incurred in bringing the action. 10. Insurance coverage. Selected vendors will be responsible for obtaining and maintaining all necessary insurance, as required by Ramsey County Risk Management. 11. Terms. This Request for Proposal, the Proposal and any exhibits shall be in force and effective from the agreed upon program start-up through the established contract renewal date. 12. Entire Agreement. The written contract, the Request for Proposal, the Proposal, and any exhibits shall constitute the entire agreement between parties and shall supersede all prior oral or written negotiations. 13. Depreciation. It is assumed that the vendor will be responsible for compliance with all IRS rules and regulations for capital/facility and or equipment depreciation. The provider will be responsible for providing a depreciation schedule to the County when requested. - 11 - 14. Audit. The Ramsey County Board of County Commissioners adopted a policy on March 23, 2004 related to audit requirements for Purchase of Service agreements. The policy requires that Purchase of Service agreements with an annual individual or cumulative amount equal to the amount set forth in Federal OMB Circular A-133 for programs or services, of federal or local dollars, shall include a provision requiring that an annual certified audit be furnished to the County, within 180 days of the end of the agency’s fiscal year. Effective 1-1-04 the federal threshold was raised to $500,000. The audit requirement is not mandatory for other governmental agencies such as cities, the state of Minnesota or the federal government. The $500,000 amount will apply only to federal and local funding that flows through the county to contracted vendors and excludes state grant funding and Medical Assistance (MA) revenue. F. NOTICE TO PROPOSERS 1. Upon submission, all proposals become the property of the County, which retains the right to use any concept or idea presented in any proposal submitted, whether or not that proposal is accepted. 2. The County reserves the right to reject any or all proposals. 3. The County is not bound to accept the lowest cost proposal. 4. The County reserves the right to negotiate contract terms contemporaneously and /or subsequently with any number of proposers as the County deems to be in its best interests. 5. The County reserves the right to request any additional information at any stage of the Request for Proposals process. Compliance shall be at the proposer’s expense. 6. Security Information If a proposal contains any “security information”, “trade secret information” or “labor relations” information as describe in Minnesota Statutes 13.37, Subd 1 that the Proposer does not want disclosed to the public or used for any purpose other than the evaluation of its offer, all such information must be indicated with the following statement: “The following information contained on pages, …,…, is non public trade secret information. Definition is found in (13.37 Subd 1d” - 12 - Section IV. Evaluation and Selection Criteria A. EVALUATION 1. If clarifications are needed, the County reserves the right to notify the proposer in writing. 2. The County reserves the right to waive any minor irregularities at its discretion. 3. The County reserves the right to interview any or all proposers at its discretion. 4. Proposals will be evaluated by a review panel in accordance with the provisions of Appendix E to ensure that each proposer will be treated equally and fairly. 5. The proposal review panel will consist of Ramsey County Community Human Services and Workforce Solutions staff, program participants, practitioners in the field of child care, and community members. 6. The County will review and evaluate proposals based on the following criteria: a. Clear understanding of service needs that incorporates best practices and the ability to meet the needs of Ramsey County MFIP families. Proposal highlights strategies for providing services in a holistic, culturally appropriate, family oriented manner. – 30 points b. Organization’s capability to provide services in a manner that is compatible with language and cultural needs and/or preferences. - 20 points c. Administrative and staff experience, skills and abilities, pertinent to the service design for the MFIP families served. Proposal also demonstrates understanding of and capacity to collect data on the population served, implementation of services by April 1, 2013, and if applicable, experience with off-site supervision and the management of multiple child care locations . – 30 points d. Business plan that clearly demonstrates the organization’s ability to effectively operate as a business and identifies the agency’s financial stability and solvency. Appropriate costs for the intended service delivery are identified, including how specific funds will be used to support the program. – 20 points 7. A contract may be executed between the successful proposer(s) and Ramsey County. The contract will include the terms set forth in the proposer’s proposal. - 13 - APPENDIX A FLOOR PLAN The primary area designated as the Drop-In Child Care Center is shaded. - 14 - APPENDIX B VENDOR FACT SHEET Legal Name (as registered with Secretary of State): Doing Business As: Service Site (if other than Corporate Headquarters):_ _ Corporate Headquarters Address: Telephone:_( ) FAX:_( ) Corporation type: Profit Non-Profit Public Partnership Proprietorship Federal Tax ID#: E-Mail Address: Executive Director: Telephone: Program Director: Telephone: Accounting Contact, Title & Telephone: List names of those with authority to sign billings and receive payments: NAME TITLE PHONE NUMBER Authorized signature: If applicable, licensed to do business by: - 15 - APPENDIX C BUDGET FORM CATEGORIES REQUESTED OTHER IN-KINID TOTAL FROM SOURCES CONTRIBUTIONS BUDGET RCCHSD Salaries $ $ $ $ Fringe Benefits $ $ $ $ Contracted Services $ $ $ $ Space Cost $ $ $ $ Utilities $ $ $ $ Equipment $ $ $ $ Supplies & Materials $ $ $ $ Communications $ $ $ $ Copying $ $ $ $ Training $ $ $ $ In-State Travel $ $ $ $ Out-of-State Travel $ $ $ $ Other (Explain) $ $ $ $ SUB-TOTAL $ $ $ $ DIRECT COSTS Administration $ $ $ $ Bonds & Insurance $ $ $ $ Evaluation $ $ $ $ Audit $ $ $ $ Other (Explain) $ $ $ $ SUB-TOTAL $ $ $ $ IN-DIRECT COSTS (CAPPED AT 10%) TOTAL COSTS $ $ $ $ - 16 - APPENDIX D BUDGET NARRATIVE CATEGORIES NARRATIVE Salaries Fringe Benefits Contracted Services Space Cost Utilities Equipment Supplies & Materials Communications Copying Training In-State Travel Out-of-State Travel Other (Explain) Administration Bonds & Insurance Evaluation Audit Other (Explain) - 17 - APPENDIX E REFERENCES REFERENCE 1 OF 3 NAME ADDRESS EMAIL PHONE AFFILIATION: Explanation: Personal Professional Other REFERENCE 2 OF 3 NAME ADDRESS EMAIL PHONE AFFILIATION: Explanation: Personal Professional Other REFERENCE 3 OF 3 NAME ADDRESS EMAIL PHONE AFFILIATION: Explanation: Personal Professional Other - 18 - This page is intentionally left blank.
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