TOWN OF CLARKSVILLE BOARD OF EDUCATION REQUEST FOR PROPOSAL OCCUPATIONAL THERAPY SERVICES

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1 I. INTRODUCTION A. BACKGROUND INFORMATION TOWN OF CLARKSVILLE BOARD OF EDUCATION REQUEST FOR PROPOSAL OCCUPATIONAL THERAPY SERVICES Clarksville is a city in Johnson County, Arkansas, United States. Clarksville-Johnson County is a small but progressive and growing community of just over 25,000 residents situated on I-40 and the Arkansas River midway between Little Rock and Fort Smith. The merger of the Ozark Mountains and the alluvial plains provides a combination of breathtaking scenery and the availability of sites flat enough for expansive Industrial activities. With the Arkansas River, Lake Dardanelle and the Ozark National Forest nearby, the area is truly one great for living, working and enjoying leisurely activities. In the next six months construction will begin on a number of projects including an 81-bed hospital expansion, a new police station and a new water park. And with a strong public education system, a local liberal arts university - University of the Ozarks - and six other colleges and universities within an hour s drive, Clarksville has a variety of education options. B. SCOPE OF PROPOSED SERVICES The Clarksville Public Schools wishes to secure professional services, for the 2016/2017 school year, in accordance with the qualifications and role specifications for as described on (Page 5) attached. II. PROPOSAL REQUIREMENTS A. CRITERIA FOR PROPOSAL ACCEPTANCE Proposals will be evaluated by the Clarksville Board of Education and/or the school administration and will be ranked with respect to criteria specifically developed to examine the technical competence and suitability of prospective providers. The contract will be awarded to the most qualified and responsible contractor for the most reasonable cost. In order to qualify as reasonable, a prospective contractor must meet the following criteria as relates to this request for proposal: 1. Have the adequate professional, technical and financial resources for performances of required services or have the ability to obtain such resources as required during performance of said services. 2. Have the necessary experienced organization and technical skills in the field. 3. Reasonableness of the approach as relates to the stated service objectives. 4. Have demonstrated a satisfactory record of performance of similar services in other municipalities. Preference will be given to those firms, which show 1

2 evidence of recognized experience, providing such services to comparable public educational systems. 5. Cost must be considered fair and equitable when compared with the level of effort to be expended. 6. Be an equal opportunity employer, if applicable. B. CONTENTS OF PROPOSAL The proposal shall contain the following information: 1. An overall introduction to the proposal, including a statement of understanding with regards to the services to be provided. 2. An explanation of the role of the provider, as related to the Clarksville Public Schools, including the division of work between the provider and the Board staff. Define specifically what type of data, information and/or other assistance will be expected from the Board or school administration and relate how this will be integrated into the services proposed to be provided. 3. Costs, including a breakdown between any billable expenses and direct contract costs. 4. Identification and background information of key personnel contributing to the services. 5. A list of clients for whom the proposer has performed services similar to services. This section should include statements describing areas of specialized experience and expertise, and be able to display the level of diversity of the provider. 6. The proposal shall be signed by an individual authorized to bind the provider and shall contain a statement to the effect that the proposal is a firm offer for a ninety (90) day (or more) period. It should include the name, title, address and telephone number of the individual(s) with authority to negotiate and contractually bind the provider and also who may be contacted during the period of proposal evaluation. 7. The provider must submit a statement that they are an equal opportunity and affirmative action employer, if applicable. C. CONTRACT PRICE 1. The cost of services should be presented on the attached Price Proposal Form. Pricing should represent what the Board can expect to pay, upon completion of all assignments during the contract period, as described in the specifications. 2. At the time of negotiations of the contract, a payment schedule will be agreed upon between the Board and the professional service provider(s). 2

3 D. PROPOSAL RESPONSE The complete proposal must be received in a sealed envelope, clearly marked as Proposal for and received by 3:30 p.m. on April 21, If forwarded by mail or courier, the sealed envelope must be addressed to Steven Wyatt, Clarksville Public Schools, 1701 Clark Rd.,. Proposals must be in the hand of Steven Wyatt by the time of opening of the first proposal. Postmarks are NOT acceptable. Proposals, corrections and/or modifications will NOT be accepted if received after the first proposal is opened. E. LIMITATIONS 1. The time allowed for analysis and appraisal of the proposal(s) is from April 22, 2016, to May 6, All reports and pertinent data or materials shall be the sole property of the Clarksville Public Schools and may not be used or reproduced in any form without the explicit written permission of the Clarksville Public Schools. 3. This request for proposal does not commit Clarksville Public Schools to award a contract, to pay any costs incurred in the preparation of a proposal to this request or to procure a contract for services to any of the parties responding to this request for proposal. All proposals submitted in response to this request for proposal become the property of Clarksville Public Schools. The Board reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with all qualified provider(s) or to cancel in part, or in its entirety, the request for proposal, if it is in the best interest of the Board to do so. The proposal coordinator may require the proposer selected to participate in negotiations concerning contract price or the nature and extent of technical services to be provided. The results of such negotiations shall be incorporated into the contract for services between Clarksville Public Schools and the provider. 4. Said contract for services is subject to cancellation by either party by written notice thirty (30) days prior to cancellation date. 5. Clarksville Public Schools reserves the option for contract renewal for two additional years depending upon provider performance and cost. 3

4 F. INSURANCE The firm awarded this proposal must provide a current Certificate of Insurance to Steven Wyatt PRIOR to commencement of work with the following requirements: 1. Liability limits of bodily injury and personal injury, $1,000,000 per occurrence. 2. Liability limits for property damage including that caused by motor vehicles, $1,000,000 per occurrence. 3. Contractual liability, $1,000,000 per occurrence. 4. Owner s protective liability and property damage, $1,000,000 per occurrence. 5. Errors and Omissions, $500,000 per occurrence. 6. Worker s Compensation, as required by Arkansas State Statutes. 7. The Town of Clarksville is to appear as an additional insured on all Certificates of Insurance. 8. All insurance may not be canceled or modified without sixty (60) days written notice by registered U.S. Mail to Steven Wyatt, Clarksville Public Schools, 1701 Clark Rd.,. III. GENERAL INFORMATION Steven Wyatt, Assistant Superintendent, will serve as proposal coordinator and may be contacted at the Clarksville Public Schools, 1701 Clark Rd.,, (479) All key personnel to be involved in providing professional services will be expected to be made available upon request for any oral presentations that might be scheduled. It is anticipated that final evaluations, to include oral presentations by individuals or firms invited to such, will be completed by May 6, A final contract between the Board of Education and the selected provider is anticipated to be signed no later than May 17, If the contract has not been signed by that date, the Clarksville Public Schools reserves the right to withdraw its award. No proposal cost will be reimbursed by the Clarksville Public Schools. 4

5 CLARKSVILLE PUBLIC SCHOOLS INTRODUCTION Section of the Arkansas General Statutes requires the public schools to provide occupational therapy when it is necessary for the child s satisfactory educational performance. Therefore, the Clarksville Public Schools is interested in obtaining a for the 2016/2017 school year to provide occupational therapy services to the students designated to be in need of such services. Clarksville Public Schools has a total student population of approximately 2,600 students. Students are housed in one primary school, one elementary school, one middle school, one junior high and one high school. During the 2015/2016 school year, approximately 45 students received an average of 60 minutes per week of occupational therapy services. QUALIFICATIONS The Occupational Therapies or Occupational Therapist Assistant must be licensed by the State of Arkansas and adhere to all professional standards and practices of the position. ROLE The Occupational Therapist must be qualified to: conduct screenings and evaluations; attend Planning and Placement Team Meetings; develop goals and objectives for students as they relate to educational needs; provide direct therapy to students and/or supervise the delivery of such services by a Occupational Therapy Assistant(s); provide consultative service to staff; act as liaison with other health care providers; review and authorize students education plans in accordance with third party billing and Medicaid requirements; submit reports as needed in a timely manner. 5

6 CLARKSVILLE BOARD OF EDUCATION CLARKSVILLE, ARKANSAS NONDISCRIMINATION TITLE IX 5410 It is the policy of the Clarksville Board of Education not to discriminate on the basis of sex in its educational programs, activities, or employment policies as required by the Title IX of the 1972 Education Amendments. Inquiries regarding compliance with Title IX may be directed to the Title IX Coordinator. The Board of Education appoints the Superintendent of Schools for his designated agent as Title IX Coordinator. The board shall, at least annually, notify all students, parents, and employees of the name, address and telephone number of the Title IX Coordinator. Policy Adopted: May 25, 1976 CLARKSVILLE BOARD OF EDUCATION CLARKSVILLE, ARKANSAS PERSONNEL ADMINISTRATION 4111 Equal Employment Opportunity: The Clarksville Board of Education provides equal employment opportunities based solely on job-related skills, ability, and merit. Applicants and employees are to be treated without regard to any non job-related characteristics. This policy includes but is not limited to recruitment, recruitment advertising, employment, pay rates and other compensation, selection of or training, transfer, promotion, demotion, layoff, recall from layoff, or termination. Policy Adopted: September 9,

7 PRICE PROPOSAL FORM Hourly Price Proposal (if price proposal is attached separately, please check ) The involved services include: direct student service, consultation, evaluation, student meetings, etc. Please specify your hourly rate: The Clarksville Board of Education reserves the right to accept or reject any or all proposals or any portion of said proposals or any combination of said proposals, or to waive any informality, if it is in the public best interest to do so. Date: Name of Professional Provider Business Address City, State, Zip Code Area Code Telephone Number Authorized Signature Typed Name and Title 7

8 TOWN OF CLARKSVILLE, ARKANSAS REQUEST FOR PROPOSAL Under penalty of perjury and other remedies available to the Town of Clarksville, the undersigned certifies this proposal is submitted without collusion and all responses are true and accurate. If awarded this proposal, it is agreed this forms a contractual obligation to provide services specified in this Proposal Form, subject to and in accordance with all instructions and contract documents, including any addenda, which are all made part of this proposal. Signature of Authorized Person Date Printed Name of Authorized Person Company Title of Authorized Person Name of Company Address of Company City, State, Zip Code Telephone Number Facsimile Number END OF PROPOSAL FORM 8