Re: Specialized Educational Services Request for Proposal # RFP. Notice to Proposers

Transcription

1 Purchasing Department Kristine Johnston, Director of Purchasing July 1, 2015 Re: Specialized Educational Services Request for Proposal # RFP Notice to Proposers Proposals for Specialized Educational Services, Request for Proposal # RFP, addressed to the attention of Kristine Johnston, Director of Purchasing, Cypress-Fairbanks Independent School District, Windfern Administrative Annex, Windfern Road, Houston, Texas , will be received on a continual basis at the above address until 4:00 p.m., Thursday, June 30, Bid forms and specifications may be obtained from the Director of Purchasing, phone , and/or downloaded from our website Please check our website for any updates, addendums, or amendments to this proposal. Proposal envelopes should be plainly marked, Proposal for Specialized Educational Services, Request for Proposal # RFP. Any proposal received later than the specified time shall be disqualified. Proposals may be submitted on any and/or all items. The District reserves the right to reject any and/or all proposals, to accept any proposal deemed most advantageous to the Cypress-Fairbanks Independent School District and to waive any informalities in bidding. Sincerely, Kristine Johnston, Director of Purchasing Cypress-Fairbanks Independent School District KJ/ol Windfern Administrative Annex Windfern Road, Houston, Texas P. O. Box FAX Houston, Texas

2 1.0 Scope of Proposal General and Special Conditions 1.1 It is the intention of the Cypress-Fairbanks Independent School District to establish contract(s) for: Specialized Educational Services 1.2 This bid contains ten (10) parts: Notice to Proposers, General and Special Conditions, Specifications and Requirements, Vendor Response and Required Documents, Felony Conviction Notification, Conflict of Interest Questionnaire Requirement, Certificate of Residency, Resident Bidder Form, Proposal Acknowledgment Form, Exhibit A Badging Process. 2.0 Applicability These conditions are applicable and form a part of all contract documents and a part of the terms of all purchase orders for items included in the specifications and bid forms issued herewith. 3.0 Specifications The use of general specifications by the District is to be considered informative giving the bidder information as to the specialized services desired. 4.0 Evaluation In evaluating qualified bids the following considerations will be taken into account for award recommendations: 4.1 the purchase price; 4.2 the reputation of the vendor and of the vendor's goods or services; 4.3 the quality of the vendor's goods or services; 4.4 the extent to which the goods or services meet the needs of the District; 4.5 the vendor's past relationship with the District; 4.6 the long-term cost to the District to acquire the vendor's goods or services; 4.7 for a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor's ultimate parent company or majority owner: (A) has its principal place of business in this state; or (B) employs at least 500 persons in this state; 4.8 any other relevant factor specifically listed in the request for bid or proposal. 5.0 Terms of Payment Cypress-Fairbanks Independent School District will pay all invoices for accepted merchandise or service no later than forty-five (45) days from date of acceptance of delivery as set forth in the specifications for this bid. 6.0 Quantities Required Quantities required are substantially correct, but the District s estimate of anticipated needs is subject to change. The District reserves the right to purchase more or less than the estimated quantities unless otherwise specified by the bidder. 7.0 Proposal Response 7.1 The District will be accepting Proposal Responses on a continual basis from the issue date of this RFP until closing at 4:00 p.m., Thursday, June 30, If your company submitted a proposal under the previous RFP s, Request for Proposal # August 2011; Proposal # , November 2011; Proposal # , April 2012; Proposal # , July 2012; Proposal # or Proposal # , December 2012; Proposal # RFP, April 2013; or Proposal # RFP, July 2014; for these services, you do NOT need to reply to this proposal. ** Contact Sam Martel at or alamar.martel@cfisd.net with questions.**

3 General and Special Conditions (continued) 8.0 Terms of Contract 8.1 Contract(s) created by this Solicitation shall be in effect from July 1, 2015 or date of award, whichever is latest, through June 30, 2016 and renewed annually unless canceled by either party. 8.2 CFISD reserves the right to terminate any contract at any time that conflicts with District policy or legislation, including new policy or future legislative action, enacted during the term of the agreement. 9.0 Appropriated Funds The purchase, which arises from this solicitation, is contingent upon the availability of appropriated funds. CFISD shall have the right to cancel this contract at the end of the then current fiscal period if funds are not allotted for the next fiscal year to continue this contract. If funds are withdrawn or do not become available, CFISD can cancel the service contract by giving the vendor written notice of its intention to cancel not less than thirty (30) days prior to the end of the term year without penalty. Upon cancellation of the contract, CFISD shall not be responsible for any payment of any services that are received or that occur after the end of the current fiscal year contract period Texas Public Information Act (TPIA): Contractor acknowledges that the Cypress-Fairbanks Independent School District (CFISD) is subject to the Texas Public Information Act (TPIA). As such, upon receipt of a request under the TPIA, CFISD is required to comply with the requirements of the TPIA. For purposes of the TPIA, public information is defined as information that is written, produced, collected, assembled, or maintained under a law or ordinance or in connection with the transaction of official business: 10.1 by CFISD; or 10.2 for CFISD and CFISD owns the information; or has a right of access to the information; or spends or contributes public money for the purpose of writing, producing, collecting, assembling, or maintaining the information; or 10.3 by an individual officer or employee of CFISD in the officer s or employee s official capacity and the information pertains to official business of the CFISD. Contractor is expected to fully cooperate with the CFISD in responding to public information requests. This includes, but is not limited to, providing the CFISD with requested documentation. In the event that the request involves documentation that the Contractor has clearly marked as confidential and/or proprietary, CFISD will provide the Contractor with the required notices under the TPIA. The Contractor acknowledges that it has the responsibility to brief the Attorney General's Office on why the documents identified as confidential and/or proprietary fall within an exception to public disclosure.

4 Specifications & Requirements 1.0 Proposal Summary 1.1 The Cypress-Fairbanks I.S.D. (CFISD and/or the District) requests proposals for specialized educational services needed in the special education, curriculum and technology departments. 1.2 Terms and Special Conditions Proposers that meet the District s minimum qualification requirements may be placed on the District s educational services list. The District may execute contracts with vendors on the list as needed (per project) or annual basis depending on the type of service required. Placement on the educational services list does not obligate the District to contract for any of the services listed. Proposers who contract with the District for services will be asked to sign the District s standard contract which is available for review upon request. Those proposers who are invited to contract with the District will also be asked to agree to a scope of work which will outline the specific duties and responsibilities of their project with the District. 2.0 Description and Qualifications 2.1 Special Education A. Speech Pathologist, Occupational Therapist, and Physical Therapist 1. Scope of Work: Provide direct speech, occupational or physical therapy services to students ages 3-21 in the school setting at various locations throughout the District. Follow all district, state and federal guidelines and procedures, using district forms and materials. 2. Qualifications: Licensed by the State of Texas in the appropriate area: Two (2) years experience in the educational setting preferred, but must have at least three (3) years of experience with pediatric population. Speech Pathologist must have at least three (3) years of experience in the educational setting preferred, but have at least three (3) years of experience with pediatric population. Speech Pathologist must have the Certificate of Clinical Competence from the American Speech-Language Hearing Association. B. In-Home Training Specialist 1. Scope of Work: Provide direct services to students who demonstrate difficulty generalizing critical skills from school to home and community and/or to parents of children whose disabilities require unique and specialized supports for home success. Services are determined by IEP committee within district guidelines. 2. Qualifications: Bachelor s degree in educational area. Specialization in working with students with Autism. Applied Behavior Analysis a plus. C. Educational Program Consultant 1. Scope of Work: Provide consultation and training to campus and District staff in specialized program areas such as autism, positive behavior support, special educational practices, etc. Services to include on-site visits, design of components for program development, continuous improvement and training. 2. Qualifications: Minimum of a Master s degree in area of specialization, five (5) years experience in program consultation, and development of products or research in the specified area.

5 2.0 Description and Qualifications 2.1 Special Education (continued) Specifications & Requirements (continued) D. Bilingual Special Education Assessment Professional 1. Scope of Work: Educational Diagnosticians, Speech Pathologist and School Psychologist to perform diagnostic assessment for special education eligibility. Services are on an as-needed basis and must follow state and federal guidelines. 2. Qualifications: Master s or Ph.D. degree and state licensure in the appropriate area. At least three (3) years of experience in the assessment area. Fluency in a second language (Spanish preferred). E. Educational Diagnosticians School Psychologists 1. Scope of Work: Perform psycho educational and psychological assessment for special education eligibility on an as-needed basis. Follow state and federal guidelines and best practices for assessment of students with special needs and district criteria and procedures. Attend and chair IEP meetings as requested. Provide counseling services as needed for regularly scheduled and on-call services as directed by the District. 2. Qualifications: State Certified Educational Diagnostician, Licensed Specialist in School Psychology (Texas). At least three (3) years of experience with educational assessments. F. Educational Interpreting Services 1. Scope of Work: Provide direct interpreting services to students ages 3-21 in the school setting, staff development, and/or parents who are deaf and hard of hearing at various locations throughout the District. 2. Qualifications: Interpreting services must be provided by an interpreter who is certified in the appropriate language mode(s) if certification in such mode (s) is available. If certification is available, the interpreter must be a certified member of or certified by the Registry of Interpreters for the Deaf (RID) or the Texas Board for Evaluation of Interpreters (BEI), Department of Assistive Rehabilitative Services (DARS), and Office for Deaf and Hard of Hearing Services (DHHS). 2.2 Curriculum A. Differential Instruction 1. Scope of Work: Training and coaching to assist administrators and teachers with varying classroom instruction in response to students readiness, interests, and learning styles. Topics include products, processes, and content options, tiered lessons, and a variety of assessment methods. 2. Qualifications: Must have experience with the topic, a reputation for collaborative work with school districts, educational/equivalent work experiences. B. Leadership 1. Scope of Work: Training to assist district and campus level administrators as they develop and fine tune skills and strategies to improve systems making each a more effective leader at increasing student achievement. 2. Qualifications: Must have experience with the topic, a reputation for collaborative work with school districts, educational/equivalent work experiences or have published work in this area.

6 2.0 Description and Qualifications (continued) 2.2 Curriculum (continued) C. Content Subject Area Specifications & Requirements (continued) 1. Scope of Work: Training for content area coordinators, administrators and teachers specific to the knowledge and skills of the subject s content, pedagogy, instructional strategies, and/or assessments. 2. Qualifications: Must have experience with the topic, a reputation for collaborative work with school districts, educational/equivalent work experiences or have published work in this area. D. Response to Intervention 1. Scope of Work: Training for content area coordinators, administrators, and teachers specific to the improvement of first-time instruction in order to meet the needs of all students and maximize learning. 2. Qualifications: Must have expertise in the specific area or framework for the process, a reputation for collaborative work with school districts, educational/equivalent work experiences or have published work in this area. E. Gifted and Talented 1. Scope of Work: Training to certify administrators and teachers in meeting the state requirements for teaching gifted and talented students. Content may include assessment, nature and needs of the gifted student, and program requirements. 2. Qualifications: Must have experience with the topic, a reputation for collaborative work with school districts, educational/equivalent work experiences or have published work in this area. F. English Language Learners 1. Scope of Work: Training for coordinators, administrators, and teachers to meet the needs of ELL students to accelerate their successful acquisition of the English language. 2. Qualifications: Must have experience with the topic, a reputation for collaborative work with school districts, educational/equivalent work experiences. G. Library Services 2.3 Technology 1. Scope of Work: Consultant services including author storytelling, illustration, and enrichment in order to support student literacy. 2. Qualifications: Must have experience with the topic, a reputation for collaborative work with school districts, educational/equivalent work experiences. A. Provide consulting and/or project management services for the following technologies/services: 1. Scope of Work: Networking design and implementation, Wireless networking, Directory, file and print services for Microsoft Active Directory, or Identity management, Server and personal computer virtualization Storage design and management, Disaster recovery, Personal computer application management. 2. Qualifications: Submit qualifications of representative staff. 3. Pricing: Submit hourly rates as follows: 0-40 hours, hours, hours, hours, 161 hours and above.

7 3.0 Proposal Format Specifications & Requirements (continued) Proposals must be submitted in the following format, clearly identifying each section. Provide one original and two copies of the proposal. Section 1: Section 2: Section 3: Section 4: Section 5: Section 6: Section 7: Letter of Introduction This section should contain the following: a. A brief explanation of the services submitted by your company. b. Commitment to provide the services described. c. Names of persons authorized to represent the company, their title, address and phone number. Table of Contents Service Requirements, Biographical Info and Certifications This section should contain the detailed descriptions and examples of the particular services being offered by the proposer. CFISD requirements are listed below: a. Provide the services detailed in this proposal. b. Include detailed biographical information on each person in your company that will provide the educational service or training. Include all specialized licenses, certifications or other documentation that support the qualifications of proposer including professional liability certificates. Company Support and Service Companies should submit information defining the company support and services including the following at a minimum: a. Experience with other public education or governmental entities. b. Customer support or personal account representative assigned to this project. c. References with names, addresses and telephone numbers of the contact person where similar services were performed. Pricing a. Proposed price for services is to include all costs to the District. b. Proposal price should be listed by fee per hour or a range of fees for a specific contracted time. Final price will be negotiated at the time of contract when educational services are finalized between CFISD and proposer. Insurance Requirements You may be asked to provide evidence of insurance with regard to professional liability and errors and omissions coverage prior to the start of work. Additional Attachments to be Included with Proposal: a. Vendor Response and Required Documents page found in this proposal. b. Felony Conviction Notification completed and returned with proposal. c. Conflict of Interest Questionnaire to be completed online following the directions provided in this proposal. d. Certificate of Residency completed and returned with proposal. e. Resident Bidder Form completed and returned with proposal. f. Proposal Acknowledgment Form completed and returned with proposal. 4.0 Proprietary or Trade Secrets (Government Code, Article ) The District is a political subdivision of the state of Texas and, as such, is subject to the Texas Public Information Act. Any response to the RFP is public information that shall be available to any person or entity upon written request. If you believe that the information contained in your response is confidential, proprietary or trade secret information under Section of the Texas Government Code or other law, you must identify such information in a separate envelope marked CONFIDENTIAL DO NOT DUPLICATE WITHOUT PERMISSION. To the extent that the District receives a request from any entity or individual for responses to this RFP, you will be responsible for taking all necessary actions to protect any confidential information as outlined in the Texas Public Information Act.

8 Specifications & Requirements (continued) 5.0 Criminal History Certification Required by Texas Education Code Section **If the consultant will have continuing and direct contact with students,** then consultant must certify, on forms provided in this RFP beginning on page 16, that the consultant has obtained for himself/herself or has obtained for each employee of consultant: a. National criminal history record information from a law enforcement or criminal justice agency or private entity that is consumer reporting agency governed by the Fair Credit Reporting Act (15 U.S.C et seq.), for consultant or each employee of consultant. b. National criminal history record information from the Texas Department of Safety for each consultant or each employee of consultant.

9 Vendor Response and Required Documents This section of the RFP must be completed in full and returned with the RFP. Please fill in or initial to confirm each item is complete. Section 1: Vendor Information Vendor Name: Address: Corporation Partnership Individual Other: How many years has your organization been in business? How many years under current name? Section 2: Description of Specialty Services Please identify description of specialized services. Section 3: Proposal Response Proposal response is in format described on page 6. Proposal response shall include one (1) original and two (2) copies of your proposal.

10 Vendor Response and Required Documents (continued) Section 4: Required Documents and Check List: Proprietary or Trade Secret documents (if any) are identified as described on page 6, Item 4.0. Felony Conviction Notification found on page 11 is completed and returned with proposal. Conflict of Interest Questionnaire completed online as directed on page 12. Certificate of Residency found on page 13 is completed and returned with proposal. Resident Bidder Form found on page 14 is completed and returned with proposal. Proposal Acknowledgement Form found on page 15 is completed and returned with proposal. Exhibit A Badging Process **If the consultant will have continuing and direct contact with students**.

11 Felony Conviction Notification State of Texas Legislative Senate Bill No. 1, Section , Notification of Criminal History, Subsection (a), states a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. Subsection (b) states a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract. This notice is not required of a publicly held corporation. I, the undersigned for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge. Please select one choice below: A. My firm is a publicly held corporation; therefore, this reporting requirement is not applicable. B. My firm is not owned or operated by anyone who has been convicted of a felony. C. My firm is owned or operated by the following individuals who has/have been convicted of a felony. Name of individual(s): Details of conviction(s): Date of conviction(s): Name of Vendor: Name of Company Official: (Please type or print) (Please type or print) Signature of Authorized Agent: Date: Note: This form must be executed and submitted with Bid Form.

12 Conflict of Interest Questionnaire Requirement The Texas Senate passed House Bill No. 914, adding Chapter 176 to the Local Government Code, and imposing new disclosure and reporting obligations on vendors and potential vendors to local government entities beginning on January 1, This requirement includes school districts. You are required to complete the online Form E-CIQ, Conflict of Interest Questionnaire prior to the bid opening date. The form and instructions can be found on our website under the tab Conflict of Interest, Note: This form must be executed electronically and must be completed each and every school year. CFISD must have one on file with a date of June 1, 2015 or after.

13 Certificate of Residency The State of Texas passed a law concerning non-resident contractors. This law can be found in Texas Government Code under Chapter 2252, Subchapter A, This law makes it necessary for the CFISD to determine the residency of its bidder. In part, this law reads as follows: Section: (3) Non-resident bidder refers to a person who is not a resident. (4) Resident bidder refers to a person whose principal place of business is in this state, including a contractor whose ultimate parent company or majority owner has its principal place of business in this state. Section: A governmental entity may not award a government contract to a nonresident bidder unless the nonresident underbids the lowest proposal submitted by a responsible resident bidder by an amount that is not less than the amount by which a resident bidder would be required to underbid the nonresident bidder to obtain a comparable contract in the state in which the nonresident s principal place of business is located. I certify that (Name of company bidding) is, under Section: (3) and (4), a Resident Bidder Non-resident Bidder If Non-resident Bidder is checked, does your residence state require bidders whose principal place of business is in Texas to under-bid vendors whose residence state is the same as yours by a prescribed amount or percentage to receive a comparable contract? Yes No If yes, what is the amount or percentage? My or Our principal place of business under Section: (3) and (4), is in the city of in the state of. (Signature of authorized company representative) (Print name) Title Date Note: This form must be executed and submitted with Bid Form.

14 Resident Bidder Form If you or your company own real or personal property within Cypress-Fairbanks I.S.D. boundaries, please provide the address(es) and HCAD tax account number(s). If none, please indicated under item B. A Address HCAD Tax Account Number (13 digits) List additional account numbers on a separate page. Additional accounts are listed Yes No B. There is no real or personal property located in Cypress-Fairbanks I.S.D. boundaries to report. Signature of Authorized Agent Date I, the undersigned for the firm named below, certify that the information concerning notification of real or personal property located within Cypress-Fairbanks I.S.D. boundaries is true to the best of my knowledge and have completed either item A or B above. Vendor (Company) Name Signature of Authorized Agent Date Note: This form must be executed and submitted with Bid Form.

15 Proposal Acknowledgment Form Having carefully examined the Notice to Proposers, General Conditions, Special Conditions, Specifications and Bid Form, and Proposal Acknowledgment Form, the undersigned Bidder s Agent hereby proposes and agrees to furnish goods and/or supplies in strict compliance with the specifications at the prices quoted. The Proposer affirms that, to the best of his knowledge, the bid has been arrived at independently and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give them an unfair advantage over other bidders in the award of this bid. Firm Name Mail Bid to Address City, State, Zip Phone Number Fax Number Mail Purchase Order To City, State, Zip Phone Number Fax Number Remit to Address City, State, Zip Phone Number Fax Number Address Website Address Signature of Proposer Printed Signature Position with Company Signature of Company Official