REQUEST FOR PROPOSAL FOR HUMAN RESOURCES SERVICES CESAR CHAVEZ ACADEMY DENVER. Request for Proposal No. CCAD Date of Issue: January 21, 2014

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1 REQUEST FOR PROPOSAL FOR HUMAN RESOURCES SERVICES CESAR CHAVEZ ACADEMY DENVER Request for Proposal No. CCAD Date of Issue: January 21, 2014 RETURN TO: CESAR CHAVEZ ACADEMY DENVER Kamini Patel, Executive Director/Principal 3752 Tennyson Street Denver, Colorado THIS IS NOT A COMPETITIVE BID. The request for proposal process allows CESAR CHAVEZ ACADEMY DENVER to select the vendor that best meets the needs of the school, taking into consideration vendor qualifications, price, products, and service capabilities. PROPOSER S CERTIFICATION We offer to furnish to CESAR CHAVEZ ACADEMY DENVER accordance with the specifications described herein: Proposer: Address: City: State Zip Code Telephone No. Name: Title: Signature:

2 CESAR CHAVEZ ACADEMY DENVER is requesting sealed proposals from qualified firms or individuals for human resource services. Proposals are to be addressed and delivered to the Executive Director of CESAR CHAVEZ ACADEMY DENVER in accordance with the Instructions to Proposers and all other requirements as referenced in this document. Proposals will be received until date identified below. The CCA Denver Board of Directors will discuss in a public session as posted and at which time the names of those firms or individuals submitting proposals will be announced publically. No other public disclosure will be made until after the aware of contract. Notification of award to successful proposer will be as communicated below. CESAR CHAVEZ ACADEMY DENVER will use the following tentative schedule for the selection process: Proposal submission deadline* April 4, 2014, 4:30 pm Notice of award to successful firm April 15, 2014 Start Date of Services July 1, 2014 or as approved by BOD *Proposal to be returned PRIOR TO date and time above. CESAR CHAVEZ ACADEMY DENVER Kamini Patel Executive Director/Principal 3752 Tennyson Street page 2

3 TABLE OF CONTENTS Instructions to Proposers..Page 4 School Introduction... Page 7 Specifications/Statement of Work Page 8 Proposal Format. Page Tennyson Street page 3

4 INSTRUCTIONS TO PROPOSERS 1. Firms responding to this Request for Proposal ( RFP ) must submit their proposals in the overall format as outlined in this solicitation. 2. One copy of the proposal is to be submitted no later than Proposal submission deadline. to: CESAR CHAVEZ ACADEMY DENVER Attention Kamini Patel 3752 Tennyson Street Denver, CO Proposals must be submitted in a sealed package or envelope listing the following information on the outside: RFP Title: Human Resource Services for CESAR CHAVEZ ACADEMY DENVER RFP Number: CCAD RFP Due Date: Proposal submission deadline Proposer s name and address: No telephone, electronic, or facsimile proposals will be considered. 4. Proposals must be sent by mail or hand delivered, allowing sufficient delivery time to ensure receipt in by the deadline specified. Time and date validation will occur in the Main Office. All proposals received after the deadline will be automatically rejected and will be returned to the proposer unopened. 5. Proposals must be dated and signed by a duly authorized partner or corporate officer, with that person s name and title clearly identified. All of the proposal contents and fees must be guaranteed for ninety (90) days from the proposal date. 6. The content of all proposals must conform to the following: Proposers must respond to the questions in the order presented Tennyson Street page 4

5 Proposers may provide additional supporting documentation pertinent to clarification of the proposal. 7. CESAR CHAVEZ ACADEMY DENVER reserves the right to: Reject any and all proposals received as a result of this RFP. Waive or decline to waive any informalities and any irregularities in any proposal or responses received. Adopt all or any part of the proposer s proposal. Negotiate changes in the scope of work or services to be provided. Withhold the award of contract. Select the proposer it deems to be most qualified to fulfill the needs of CESAR CHAVEZ ACADEMY DENVER. The proposer with the lowest proposal will not necessarily be the one most qualified, since a number of factors other than price are important in the determination of the most acceptable proposal. 8. The selected proposer will be required to assume responsibility for all goods and services offered in the proposal, whether or not the proposer produces them. Further, the selected proposer shall be the sole point of contact and responsibility with regard to all contractual matters, including payment of any and all charges resulting from the contract. The selected proposer shall not assign or transfer any interest in the contract without prior written consent of CESAR CHAVEZ ACADEMY DENVER. 9. CESAR CHAVEZ ACADEMY DENVER shall not be liable for any costs incurred by the proposer in the preparation and production of the proposal or for any work performed prior to the execution of a contract. 10. All proposals and other materials submitted shall become the property of CESAR CHAVEZ ACADEMY DENVER. 11. No reports, information, or data given to or prepared by the selected proposer shall be made available to any individual or organization by a respondent or the selected proposer without prior written approval of CESAR CHAVEZ ACADEMY DENVER 3752 Tennyson Street page 5

6 12. All changes in the RFP documents shall be through written addendum and furnished to all proposers. Verbal information obtained otherwise will not be considered in awarding of the proposal. 13. The selected proposer may be required to enter into a written contract with CESAR CHAVEZ ACADEMY DENVER s approved form. All information contained in this request for proposal and acceptable provisions of the proposer s response will be attached to and made part of the executed contract. 14. Proposers who have questions concerning the submission of proposals, the RFP process, or the specifications/scope of work must contact: Kamini Patel Executive Director/Principal CESAR CHAVEZ ACADEMY DENVER Telephone: (303) Fax: (720) The proposals will be reviewed by a selection committee. The committee may request additional information from proposers or request personal interviews with one or more proposers. Final evaluation and selection may be based on, but not limited to, any or all of the following: Information presented in the proposal. Ability of the proposer to provide quality and timely products and services. Qualifications and experience of the proposer. Reference checks. Personal interview. Total cost. Proposed time lines. 16. CESAR CHAVEZ ACADEMY DENVER is an equal opportunity employer. Businesses 3752 Tennyson Street page 6

7 owned and operated by minorities or women are encouraged to submit proposals. Proposers to whom a contract is awarded shall not discriminate on the basis of age, race, color, national origin, gender, creed, or disability. SCHOOL INFORMATION CESAR CHAVEZ ACADEMY DENVER (CCA Denver) is a public charter school authorized by Denver Public Schools. CCA Denver provides a college-prep program for all students in kindergarten through eighth grade. The majority of its students (more than 85%) are considered at risk as determined by the Federal government s free and reduced lunch program. The governing Board is comprised of seven members: four community members and three parents. Within the school year, CCA Denver expects to be in the first year of a potential two year contract with Denver Public Schools and secure financing up to $6.5 million for its facility located at 3752 Tennyson Street Tennyson Street page 7

8 SPECIFICATIONS/STATEMENT OF WORK CCA Denver is seeking firm bid prices for services: Human Resources 1. Job Descriptions Development, review and revision as requested 2. Credentialing Processes Professional Licensure and Transcripts, Highly Qualified verification 3. Compliance review and training re: Affirmative Action, COBRA, HIPPA, Family and Medical Leave Act, Unemployment, New Hire Reporting to the State, State/Federal Labor Laws, State/Federal Wage and Hour Law and other employment laws as applicable. 4. Worker s Compensation provision of support to the school administrator with the following: report filing, follow up and problem solving 5. Provide support for setup and review of Employee File Maintenance personnel files, payroll files, health files and I Development and review of Employee Handbook Staffing 1. Recruitment - Provide assistance in all areas based on the school administration s directives, with board approval: personnel requisition process, ad development and placement, recruitment tool development and updates (i.e. brochures, flyers, etc.), representation at career fairs, one on one recruiting, development of application process and tools, assist with development of database, develop process of application acknowledgement of receipt, provide assistance with paper and phone screening, interview process development, assist with interview scheduling and follow up. 2. Hiring Provide assistance in all areas based on the school administration s directives, with board approval: job offer, contract development, paperwork completion, coordinate job-specific orientation, ordering of name badges, business cards, coordinate general orientation, time clock entry, new hire reporting, ensure inclusion in budget and update staff directory. 3. Termination Process Provide assistance in all areas based on the school administration s directives, with board approval: termination meeting, exit interview, property return, paperwork processing, benefit cancellation, COBRA notification, request for final paycheck. Benefits Administration 1. Benefits acquisition, negotiation 2. Administration of health, dental, vision, short term disability, life and supplemental insurances to include: new enrollments, adds/drops, problem solving, statement review. 3. Administration of 403 (b), 401 (k), PERA, Section 125 plans to include: new enrollments, adds/drops, problem solving, statement review. 4. Time Off - New hire entry, form maintenance, time sheet verification, supervisor communication 3752 Tennyson Street page 8

9 5. Family and Medical Leave policy and process development, staff education, process implementation, records maintenance Tennyson Street page 9

10 PROPOSAL FORMAT 1. Cover Page 2. Letter of Transmittal Include in the transmittal letter an unequivocal statement of your firm s ability and agreement to provide all services necessary on a timely basis in order to accomplish the services indentified under the scope of work. 3. Response to Scope of Work 4. Key Personnel Identify the specific individuals who will be assigned to the contract. Include a resume for each individual mentioned. 5. Cost Proposal The firm must submit in the proposal: Fees Any other charges the firm would make and expenses for which reimbursement would be sought, including the method for determining the charge 6. References 3752 Tennyson Street page 10