002-23 RFP Infant and Toddler Service Coordinator Program.doc.pdf

PUR RFP 002-22 1

THE BOARD OF EDUCATION OF PRINCE GEORGE’S COUNTY

13300 OLD MARLBORO PIKE, RM 20

UPPER MARLBORO, MD 20772

INFANT AND TODDLER SERVICE COORDINATION PROGRAM

ISSUED BY: Purchasing & Supply Services Attention: Gabby Johnson

RFP NUMBER: PUR RFP 002-22

RELEASE DATE: December 2, 2022

PRE-PROPOSAL

MEETING: December 12, 2022 @ 10:00am

PROPOSAL DUE DATE: January 10, 2023 @ 2:00 p.m.

DIRECT INQUIRIES TO: Gabrielle.Johnson@pgcps.org Ann.Harrison@pgcps.org

The bid documents may be obtained by:

1. Downloading the document from the Board’s website at: www.pgcps.org or clicking on the following link: http://www.pgcps.org/purchasing/bidsnew.aspx

2. Access solicitations on eMaryland Marketplace @ https://ebidmarketplace.com/

3. Contact the Purchasing Department at 301-952-6560.

4. Visiting the Purchasing Department between the hours of 9:00 AM and 4:00 PM, Monday through

Friday, excluding holidays. The Purchasing Department is located at 13300 Old Marlboro Pike, Room 20, Upper Marlboro, MD 20772-9983.

Respondents are cautioned not to make changes to any of the terms and conditions or specifications in this solicitation. Doing so may render a Respondent’s proposal unacceptable and subject to rejection.

Questions and inquires may be addressed as outlined in Part II, Item 4 of this solicitation.

All questions must be directed to the Specialist specified above. Failure to adhere to this requirement may subject the respondent to immediate disqualification.

mailto:Donna.Parks@pgcps.org mailto:Ann.Harrison@pgcps.org http://www.pgcps.org/ http://www.pgcps.org/purchasing/bidsnew.aspx

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TABLE OF CONTENTS

PART I: SCOPE OF WORK………………………………………………......................................……………3

1.0 INTRODUCTION………………………………………………………………………………………………….3

2.0 BACKGROUND…………………………………………………………………………………………………...3

3.0 SCOPE OF SERVICES…………………………………………………………………………………………..3

4.0 NON-EXCLUSIVE

PART II: GENERAL TERMS AND CONDITION…………………………………………………….……………4

1.0 STATEMENT OF CONFIDENTIALITY………………………………………………………………………….4

2.0 TERM OF AGREEMENT…………………………………………………………………………………………4

3.0 PRE-PROPOSAL MEETING…………………………………………………………………………………….4

4.0 QUESTIONS AND INQUIRIES……………………………………………………………………………...5

5.0 POINT OF CONTACT/TECHNICAL CONTACT……………………………………………………………….5

6.0 CONTRACT FACILITATOR/THE BOARD SUPERVISION…………………………………………………..5

7.0 CONTRACT TYPE………………………………………………………………………………………………..5

8.0 PAYMENT TERMS……………………………………………………………………………………………….5

9.0 RFP REVISIONS………………………………………………………………………………………………….6

10.0 SUBMISSION DEADLINE………………………………………………………………………………………..6

11.0 PROPOSAL OPENING…………………………………………………………………………………………...6

12.0 DURATION OF OFFER…………………………………………………………………………………………..6

13.0 MINORITY & WOMEN BUSINESS ENTERPRISE PROGRAM……………………………………………..7

14.0 E- COMMERCE……………………………………………………………………………………………………7

15.0 INSURANCE……………………………………………………………………………………………………….7

16.0 LIQUIDATED DAMAGES…………………………………………………………………………………………7

17.0 FINGERPRINTING AND CRIMINAL BACKGROUND CHECKS ……

18.0 LEGAL COMPLIANCE

19.0 BONDING

20.0 TERMS AND CONDITIONS…………………………………………………………………………………. 110

21.0 STATE OF MARYLAND CERTIFICATE OF GOOD STANDING ………………………………………... 11

22.0 PERSONALLY IDENTIFIABLE INFORMATION (PII)

PART III: PROPOSAL FORMAT………………………………………………………………………………

1.0 GENERAL FORMAT – THREE (TWO if MBE Waiver) - PART SUBMISSION ………………………….. 13

2.0 VOLUME I: TECHNICAL PROPOSAL FORMAT …………………………………………………………….14

3.0 VOLUME II: FINANCIAL PROPOSAL ……………………………………………………………………….. 16

4.0 VOLUME III: MINORITY BUSINESS ENTERPRISE (MBE) ………………………………………………..16

PART IV: SCOPE OF WORK ………………………………………………………………………………………….. 17

PART V: EVALUATION AND SELECTION PROCEDURE……………………………………………………21

1.0 EVALUATION COMMITTEE …………………………………………………………………………………….24

2.0 EVALUATION PROCESS ……………………………………………………………………………………….24

3.0 EVALUATION CRITERIA ………………………………………………………………………………………..242

PART VI: APPENDICES

APPENDIX A - SPECIAL TERMS & CONDITIONS FOR RFP'S

APPENDIX B - ADDENDA ACKNOWLEDGEMENT

APPENDIX C - REFERENCES

APPENDIX D - NON-COLLUSION CERTIFICATE

APPENDIX E - DEBARMENT AFFIDAVIT

APPENDIX F - ANTI-BRIBERY AFFIDAVIT

APPENDIX G - CERTIFICATE OF INSURANCE COVERAGE

APPENDIX H - FINANCIAL PROPOSAL FORM

APPENDIX I - LETTER OF INTENT TO APPLY

APPENDIX J - MBE FORM

PUR RFP 002-22 3

PART I: SCOPE OF WORK

1.0 INTRODUCTION

This Request for Proposal (RFP) is soliciting proposals for Infant and Toddler Service Coordination Program.

2.0 BACKGROUND

The Board of Education of Prince George’s County (The Board) serves the needs of public education in Prince George’s County, covering approximately 1,789 square miles, with a residential population of more than 911,000. Prince George's County Public Schools (PGCPS), one of the nation's 20th largest school districts, has 208 schools and centers, has approximately 136,500 students and nearly 20,000 employees and an annual operating budget of $2.6 billion.

The school system serves a diverse student population from urban, suburban and rural communities located in the Washington, DC suburbs. PGCPS is nationally recognized for college and career-readiness programs that provide students with unique learning opportunities, including dual enrollment and language immersion. The Central administration headquarters is located at 14201 School Lane, Upper Marlboro, Maryland.

3.0 SCOPE OF SERVICES

The BOARD requests proposals for Infant and Toddler Service Coordination Program Background.

Responses submitted must meet or exceed all requirements. Proposals that do not meet or exceed all requirements will be considered non-responsive. All exceptions must be noted.

4.0 NON-EXCLUSIVE

The intent of this contract is to provide the Board with an expedited means of procuring supplies and/or services at the lowest cost. This contract is for the convenience of the Board and is considered to be a "Non-Exclusive" use contract. The Board does not guarantee any usage. The Board will not be held to purchase any particular Brand, in any groups, prices or discount ranges, but reserves the right to purchase any item/items listed in the price schedule submitted.

CONTRACTORS IN LEGAL PROCEEDINGS WITH PGCPS

PGCPS recognizes the significant costs and imposition on the time of personnel associated with legal proceedings. Accordingly, PGCPS has adopted a process stating that:

“One factor, among others, that are to be considered when awarding a contract or purchase order is the existence of a pending legal dispute – whether in court or an alternative dispute forum – with any contractor or vendor which has submitted a bid or proposal. Before including consideration of the legal dispute as a factor, the Procurement Officer shall seek the advice of the Office of General Counsel regarding the legal dispute and shall obtain the concurrence of the CEO or his designee.”

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PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

It is understood and agreed that all information pertinent to this solicitation may contain trade secrets, which are confidential and proprietary. The selected vendor agrees not to disclose or knowingly use any confidential or proprietary information of The Board of Education of Prince George’s County and/or third party participant.

Proposal submissions are subject to the Maryland Public Information Act (Education Article, Maryland Annotated Code, §10-611, et seq.). In accordance with the Act, certain information is subject to public disclosure. Please be advised that should you deem any portion of your proposal as confidential or proprietary, it must be conspicuously indicated on those portions so deemed. However, and in accordance with the Act, you are hereby notified that every portion may still be subject to disclosure under the Act.

2.0 TERM OF AGREEMENT

The anticipated initial term of this contract shall be three (3) years.

The bidder warrants that prices for the proposal under this RFP are not higher than prices currently extended to any other governmental agency for the same product or service.

Upon satisfactory service and by mutual agreement the BOARD OF EDUCATION OF PRINCE GEORGE’S COUNTY reserves the right to renew the contract. The term of renewal shall not exceed two (2) additional renewal terms of one (1) year periods.

A. The Board expects all vendors to provide year over year cost reductions recommendations.

B. Price decreases are acceptable at any time, need not be verifiable, and are required should the contractor/producer/processor/manufacturer experience a decrease in costs associated with the execution of the contract.

C. Price adjustments from the contractor/producer/processor/manufacturer for any/all items may be considered at renewal. The request is subject to approval by the Contracting Officer. The request must be submitted in writing at least ninety (90) days prior to the renewal term and shall be accompanied by supporting documentation.

D. Should the awarded vendor, at any time during the life of the contract, sell materials of similar quality to another customer, or advertise special discounts or sales, at a price below those quoted within the contract, the lowest discounted prices shall be offered to Prince George’s County Public Schools.

3.0 PRE-PROPOSAL MEETING

A pre-proposal meeting is scheduled for December 12, 2022 @ 10:00 a.m. local time. The meeting will be held virtually via Zoom. Only interested Respondents who return the Appendix K Letter of Intent to Attend the Preproposal Conference included with this solicitation will receive the Zoom conference information.

PUR RFP 002-22 5

While attendance at the pre-proposal meeting is not mandatory, the information presented is informative. All interested Offerors are encouraged to attend in order to be better able to prepare an acceptable proposal.

4.0 QUESTIONS AND INQUIRIES

No interpretation of the meaning of the specifications or other documents will be made to any Supplier orally. Questions shall be submitted in writing to: Gabrielle.Johnson@pgcps.org and Ann.Harrison@pgcps.org. To be given consideration, the questions shall be received NO LATER THAN January 3, 2023 at 1:00 p.m., EST. Please do not submit questions in PDF format. Questions that are deemed to be substantive in nature will be responded to in the form of an addendum and posted on the following portals:

● PGCPS website www.pgcps.org/Purchasing

And

● State of Maryland website https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhom epage

Questions Due: January 3, 2023 @ 1:00 pm

Addendum Posted: January 4, 2023 (estimated date only)

5.0 POINT OF CONTACT TECHNICAL CONTACT

Gabby Johnson, Procurement Specialist Diane Bonnani, Ann Harris, Purchasing Clerk Coordinating Supervisor Early Childhood

Purchasing Office (Do Not Contact) E-mail: Gabrielle.Johnson@pgcps.org Ann.Harrison@pgcps.org

6.0 CONTRACT FACILITATOR/THE BOARD SUPERVISION

The Contractor’s performance will be under the technical direction of the Buyer/Requesting Department/Project Manager who will be responsible for ensuring contractor’s compliance with the requirements of this contract to include managing the daily activities of the contract, providing technical guidance to the contract, and overall project scheduling and coordination. The contractor shall be accountable to the end users on all matters relating to the scope of work.

7.0 CONTRACT TYPE

The contract resulting from this solicitation will be a fixed-price contract/requirements contract. Vendors are encouraged to partner with local contractors or firms if they don’t meet all the required expertise or MBE requirements.

8.0 PAYMENT TERMS

The Contractor shall submit an invoice detailing the services provided and the actual costs incurred.

Payment shall be in accordance with line item price on the Purchase Order and made within 30 days after the date on the invoice.

mailto:Gabrielle.Johnson@pgcps.org mailto:Ann.Harrison@pgcps.org http://www.pgcps.org/Purchasing https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage mailto:Gabrielle.Johnson@pgcps.org mailto:Ann.Harrison@pgcps.org

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The Board reserves the right to reduce or withhold contract payment in the event the Contractor does not provide the Department with all required deliverables within the timeframe specified in the contract or in the event that the Contractor otherwise materially breaches the terms and conditions of the contract.

9.0 RFP REVISIONS

Should it become necessary to revise any part of this RFP, addenda will be posted on https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepa ge and the Board’s Purchasing Department website @ https://www.pgcps.org/purchasing/bids.aspx. All addenda, amendments or changes issued shall be deemed received by offeror provided they are posted to eMaryland Marketplace Advantage or the Board Purchasing Department website. Failure of any offeror to receive or acknowledge receipt of such addenda or interpretation shall not relieve any offeror from any obligations under this RFP as amended by all addenda. All addenda so issued shall become part of the award.

10.0 SUBMISSION DEADLINE

In order to be eligible for consideration, proposals must be received via eMarylandMarketPlace Advantage no later than January 10, 2023, at 2:00 p.m., Room 20. Vendors mailing proposals shall allow sufficient carrier delivery time to ensure timely receipt of their bid in the Office of Purchasing & Supply Services prior to the deadline. Any bid received in the Purchasing Office after the submission deadline, will be returned unopened. Delivery to the Board’s mailroom, lobby, etc. shall not constitute delivery to the Purchasing Office. Purchasing is located at 13300 Old Marlboro Pike, Room 20, Upper Marlboro, Maryland 20772.

11.0 PROPOSAL OPENING

RFP Proposals are not opened publicly, but in the presence of at least two Purchasing Office employees. Once the proposals are opened, the Buyer will prepare a document that summarizes the proposals received. This document will be available for inspection after issuance of Notice of Award.

12.0 DURATION OF OFFER

A proposal submitted in response to this solicitation is binding upon the Offeror and is considered irrevocable for a minimum of 120 days following the closing date for receipt of initial proposals or the closing date for receipt of a best and final offer, if applicable.

13.0 MINORITY BUSINESS ENTERPRISE PROGRAM

Prince George’s County Public Schools has a Minority Business Enterprise (MBE) Program in effect.

Information about this program and forms for compliance are included in the bid documents; the forms can also be downloaded online at:

http://www1.pgcps.org/generalcounsel/, click on “Administrative Procedures,” then click on Business and Non-Instructional Operations -3000 for Administrative Procedure 3325 and attachments. All firms submitting a proposal must complete the appropriate forms and submit the forms with their proposal.

For this project, the BOARD will recognize minority certification from the State of Maryland Department of Transportation (MDOT); Prince George’s County Government and Washington Metropolitan Area Transit Authority (WMATA). For additional information contact the Minority Business Office at 301-952- 6563.

https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://www.pgcps.org/purchasing/bids.aspx http://www1.pgcps.org/generalcounsel/

PUR RFP 002-22 7

LOCAL MBE INITIATIVE

In accordance with Prince George’s County School goals promoting minority and locally based purchases, if all other factors are equal, priority shall be given to a locally based firm. "Locally based firm" in this instance refers to a company or firm with a primary business address located within the geographical boundaries of Prince George’s County.

MINORITY BUSINESS ENTERPRISE PROGRAM – PROHIBITIONS

State Law HB 389 and SB 611, Prime Contractors are prohibited by law from including a certified MBE in a bid or proposal without requesting, receiving, or obtaining the MBE’s authorization. The contractor must also use the MBE’s services to perform the contract. In addition, the contractor may not pay the MBE solely for the use of its name in the bid or proposal.

Prime Contractor may be prosecuted if they fail to comply with the law. The Board is required under the law to report the violation.

14.0 E- COMMERCE

eMaryland Marketplace Advantage https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepa ge is the primary site for the Board to transmit solicitations over $25,000. This website also serves to publish any addenda, associated materials, bidder/offeror questions and The Board’ responses and other solicitation related information.

Notices of solicitations are also posted on our website https://www.pgcps.org/purchasing/bids.aspx in accordance with State Finance and Procurement Article 13-103 Competitive Sealed Bids, Article 13-104 Competitive Sealed Proposals, and Article 13-107 Sole Source Procurements.

The eMaryland Marketplace law became effective on June 1, 2008 and requires units of State government, including those otherwise exempt from State procurement law, and all local government entities, to publish notices of procurement and procurement awards on the State’s e-commerce website eMaryland Marketplace Advantage (eMMA).

All offerors are required to register with eMaryland Marketplace Advantage, so that the award notice can be properly published.

15.0 INSURANCE

All offerors shall complete and sign the attached Certificate of Insurance with their technical proposal per the attached insurance requirement form (See Appendix G).

15.1 CYBER LIABILITY INSURANCE

All offerors shall maintain and pay for Cyber Liability Insurance at a limit of not less than $1,000,000 per occurrence, including coverage for data breach, media liability and third party cyber liability.

16.0 LIQUIDATED DAMAGES

https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://emma.maryland.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage https://www.pgcps.org/purchasing/bids.aspx

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In the event the Award Bidder(s) fails to deliver the goods or services of the contract in accordance with the specifications, PGCPS reserve the right to purchase the goods/services on the open market in sufficient quantities to assure the continued operation of PGCPS. All additional expenses incurred by PGCPS as a result of such purchases will be deducted from the moneys owed or moneys which may become due.

17.0 FINGERPRINTING AND CRIMINAL BACKGROUND CHECKS

Employees Having Direct Contact with and/or Uncontrolled Access to Students:

A. Any and all current and future employees of the Vendor who have direct contact with students must have a fingerprinting and criminal background check conducted by the Maryland Criminal Justice Information System (CJIS) and the FBI, a Child Protective Services clearance conducted by the Prince George’s County Department of Social Services, and complete the SafeSchools training module – Prince George’s County Child Abuse: Mandatory Reporting and any other required training as appropriate.

B. All background checks must be completed 15 business days prior to beginning work in and around PGCPS property or engaging in any authorized activities involved PGCPS students.

The background checks must be completed by the Fingerprinting Office in the Sasscer Administrative Building or by the PGCPS satellite fingerprinting offices located in Prince George’s County. No person may begin working in PGCPS until 15 days after completing the background clearance process (fingerprint and CPS) and required online training through SafeSchools.

C. Prior to initiating any work at a school building, current and future employees, contractors, subcontractors, agents, volunteers, outsourced temporary staff, consultants and instructors of the Vendor must sign in and sign out via the Raptor Visitor Management System, which requires a copy of their government issued identification.

D. Pursuant to Md. Education Code Ann. §6-113.2 (Code), a contractor of a Board of Education who provides a services to a school or the students of a school shall meet the requirements set forth for screening its employees assigned to work at a school site to determine whether such employees have a history of child sexual abuse and/or sexual misconduct. Consultant shall be solely responsible for completing the screening set forth in the Code, shall maintain records of employee screenings, and shall make such records available to PGCPS upon request.

17.1 RESTRICTIONS ON EMPLOYEE ASSIGNMENTS

Vendors are prohibited from assigning the following persons from working at a PGCPS location:

A. Registered sex offenders (Maryland Code, Criminal Procedure Article Section 11-722)

B. Individuals convicted of a crime involving third or fourth degree sexual offence under sections 3-

307 or 3-308 of the Criminal Law Article; child sexual abuse under Section 3-602 of the Criminal Law Article; a crime of violence as defined in Section 14-101 of the Criminal Law Article; or comparable offenses in another state. (Annotated Code of Maryland, Education Article Section 6-113)

C. Individuals identified as an alleged abuse or neglecter following completion of a Child Protective

Services investigation with a finding of “indicated” child abuse or neglect.

PUR RFP 002-22 9

17.2 VENDOR RESPONSIBILITIES

A. The Vendor agrees to provide the designated PGCPS representative with a list of all current employees and an immediate update of changes in personnel, employees, contractors, subcontractors, agents, volunteers, outsourced temporary staff and any instructors. All correspondence should include the following information as applicable:

i. title of the project

ii. school/office

iii. solicitation number

iv. contract number; and

v. PGCPS representative/project manager

Compliance with Laws

Offerors shall comply with all federal, state, and local laws, statutes, ordinances, rules, and regulations applicable to the services to be rendered under this Contract. Offerors violation of any of these laws, statutes, ordinances, rules or regulations constitutes a breach of this Contract and entitles the Board to terminate this Contract immediately upon delivery of written notice of termination to Offeror.

Educational/Medical/Psychological Records

The Offeror acknowledges its responsibility to ensure compliance with the confidentiality provisions of the Family Educational Records Privacy Act (34 CFR §99); The Health Insurance Portability and Accountability Act of 1996 (HIPAA) 45 CFR Part 160 and Part 164, Subparts A and E, and Code of Maryland Regulations §13A.08, with respect to school records provided by the Board, if applicable.

Any confidential information provided by THE BOARD to Offeror, including all copies thereof must be used by Offeror only as provided for by this Agreement and only for the purposes herein described.

Such information shall not be disseminated or disclosed to any third party, not a party to this Agreement, without the expressed written consent of THE BOARD and can only be done in accordance with applicable privacy laws. Offeror agrees to return to THE BOARD all such information within fifteen

(15) days of the expiration of termination of this Agreement or with the express consent of THE BOARD. Offeror may destroy such information within fifteen (15) days of termination or expiration of this Agreement, certifying to THE BOARD in writing that the information has been destroyed.

Protection of Student Records

Offeror and its affiliates or subcontractors, at their expense, have a duty to and shall protect from disclosure any and all Student Records which they come to possess or control, wherever and however stored or maintained, in a commercially reasonable manner in conformance with current industry standards.

PUR RFP 002-22 10

Offeror or its affiliates or subcontractors shall implement and maintain a comprehensive data – security program for the protection of Student Records whether the Records are stored electronically and/or in hard copy form. The safeguards contained in such program shall be consistent with and comply with the safeguards for protection of Student Records, and information of a similar character, as set forth in all applicable federal and state law and written policy of THE BOARD or the Maryland State Board of Education (“MSBE”) concerning the confidentiality of Student records. Such data-security program shall include, but not be limited to, the following:

1. A security policy for employees related to the storage, access, and transportation of data containing Student Records;

2. Reasonable restrictions on access to records containing Student Record information, including access to any locked storage where such records are kept;

3. A process for reviewing policies and security measures at least annually;

4. Creating secure access controls to Student Records, including but not limited to passwords; and

5. Encryption of Student Records that are stored on laptops, portable devices, or being transmitted electronically Offeror and its subcontractors or affiliates shall notify THE BOARD as soon as is practicable, but no later than twenty-four (24) hours, after they become aware of or suspect that any Student Records which Offeror or subcontractors or affiliates possess or control have been subject to a Student Records breach. The Offeror shall incorporate the requirements of this Section in all subcontracts requiring each of its affiliates to safeguard Student Records in the same manner as provided for in this Section. Nothing in this Section shall supersede in any manner Offeror or its affiliate’s obligations pursuant to HIPAA, FERPA, or the provisions of this Agreement concerning the obligations of the Offeror as a service provider to THE BOARD.

18.0 LEGAL COMPLIANCE

a. Contractor shall comply in all respect with Federal, State (including Maryland Motor Vehicle laws) and Local Regulations, including laws regarding eligibility to work in the United States. The provisions of this Contract shall be governed by the laws of Maryland. Any disputes, legal cases or other controversies shall be pursued in Maryland Courts consistent with and subject to Maryland State Law. Additionally, if applicable, all materials, supplies, equipment, or services supplied, as a result of this Contract shall comply with the applicable U.S. and Maryland Occupational Safety and Health Act Standards.

b. Specifically, contractor shall comply with all applicable laws and regulations relating to the employment of aliens, such failure, shall constitute a material breach of contract. It is a mandatory requirement of this contract that employees of contractor and contractor’s subcontractors are screened through the Federal Government’s E-Verify system, found at www.dhs.gov/E-Verify. This is a “no fee” service.

18.1 EPA COMPLIANCE

a. Materials, supplies, equipment, or services shall comply in all respects with the Federal Noise Control Act of 1972, where applicable.

19.0 BONDING (Not Applicable)

Respondents may be required to submit a bid bond in the amount of five percent (5%) as determined by the BOARD and specified in the RFP, to ensure the satisfactory completion of the work for which a contract or purchase order is awarded that may exceed $100K. (COMAR21.06.07.10)

PUR RFP 002-22 11

The bond must be made in favor of the BOARD OF EDUCATION OF PRINCE GEORGE’S COUNTY, UPPER MARLBORO, MARYLAND 20772-9983.

PERFORMANCE AND LABOR BOND The successful respondent may be required to submit a performance and/or labor bond, Cashier’s or Certified Check in the amount of one hundred percent (100%) as determined by the BOARD and specified in the RFP, of all phases of the contract to ensure the satisfactory completion of the work for which a contract or purchase order is awarded that exceeds 100K. (COMAR 21.06.07.10) The Board reserves the right to request performance and labor bond for amount over or under $1000

The bond, cashier or certified check must be made in favor of the BOARD OF EDUCATION OF

PRINCE GEORGE’S COUNTY, UPPER MARLBORO, MARYLAND 20772-9983.

20.0 TERMS AND CONDITIONS

Any contract entered into in connection with this solicitation shall be subject to these General Terms and Conditions except as otherwise modified herein.

It shall be the Contractor’s sole responsibility to insure they are compliant with all applicable federal, state, and city laws, rules, ordinances, statutes, etc., that may impact this contract. The Board shall bear no responsibility for monitoring the Contractor’s compliance with said legal requirements. If the Contractor fails to maintain legal compliance, The Board may find said Contractor in default.

In the event of conflict between the General Terms and Conditions and any part or portion of the Special Conditions (Appendix A), these General Conditions shall take precedence.

In the event of conflict between this solicitation any of the General Terms and Conditions proposed by any offeror, or incorporated in any acknowledgement of contract awarded to the successful offeror, then, and in such event, the terms and conditions stated herein shall take precedence unless modified in writing by the Director of Purchasing & Supply Services Prince George’s County Public Schools.

21.0 STATE OF MARYLAND CERTIFICATE OF GOOD STANDING

Offeror shall submit a State of Maryland Certificate of Good Standing or other State of Maryland issued documentation verifying the bidder is in Good Standing with the Department of Assessment and Taxation of Maryland and/or registered to do business in the State of Maryland.

Certificates of Status may be obtained on line at http://www.dat.state.md.us.

This requirement applies to both Domestic and Foreign (out of state) Bidders. Foreign entities should contact the State Department of Assessments and Taxation, 301 West Preston Street, Baltimore, Maryland 21201, to determine and apply for the appropriate documentation.

22.0 PERSONALLY IDENTIFIABLE INFORMATION (PII)

Personally Identifiable Information includes any information that can be associated with or traced to any individual, including an individual’s name, address, telephone number, e-mail address, credit card information, social security number, or other similar specific factual information, regardless of the media on which such information is stored (e.g., on paper or electronically) and includes such information that is generated, collected, stored or obtained as part of this Agreement, including transactional and other data pertaining to users. The parties will comply with all applicable privacy and other laws and regulations relating to protection, collection, use, and distribution of Personally Identifiable Information.

http://www.dat.state.md.us/

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In no event may PII be sold or transferred to third parties, or otherwise provide third parties with access thereto. If there is a suspected or actual breach of security involving Personally Identifiable Information, the parties will notify each other within twenty-four (24) hours of a management-level employee becoming aware of such occurrence.

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PART III: PROPOSAL FORMAT

1.0 GENERAL FORMAT – THREE - PART SUBMISSION

Submission of the proposals is via electronic portal, eMarylandMarketPlaceAdvantage (eMMA), as well as via hardcopy submittal is required. Only proposals that are submitted via eMMA by the date and time will be utilized during the evaluation process. Proposals that are not submitted via this portal will be ruled non-responsive.

It is the Respondent’s responsibility to submit their proposals on time via the electronic portal. It is also the Respondent’s responsibility to ensure the proposal has been uploaded properly on eMMA. Therefore, it is recommended that Respondents become familiar with this portal, as well as the submission process prior to the due date and time of this solicitation. PGCPS reserves the right to request Respondents to provide proof of delivery of uploaded proposal onto the electronic portal. Respondents that fail to provide adequate proof of submission of their proposal via eMMA may be declared non-responsive and will not be included in the evaluation. Any questions regarding how to submit proposals via the electronic portal shall be directed to eMMA.

A. Offerors shall submit in separate sealed envelopes the following format:

● Volume I - Technical Proposal

● Volume II - Financial proposal

● Volume III - Minority Business Enterprise and Women’s Business Enterprise (MBE)

Commitment Utilization

Each proposal submission shall be comprised of the following:

1. The Technical Proposal shall include One (1) Original and One (1) Copy (so labeled) in a sealed envelope clearly labeled “Technical Proposal”. The Original Technical Proposal shall be mailed and delivered by the deadline date indicated in the RFP. The Technical Proposal submission shall also include One (1) CD or Thumb Drive mailed with the original Technical Proposal. Electronic media must be a CD or USB and shall bear a label on the outside containing the RFP number and name as well as the name of the Offeror and the words Volume II: Technical Proposal.

In addition, an exact duplicate of the Original Technical Proposal shall be submitted electronically via eMarylandMarketPlace Advantage by the deadline date indicated in the RFP. The Technical Proposal shall be submitted in PDF format. PGCPS will not accept documents submitted via eMarylandMarketPlace Advantage in an alternate format. Do not submit individual sections of the Technical Proposal. The Technical Proposal submission shall be uploaded as one (1) file.

2. The Financial Proposal shall include One (1) Original and One (1) Copy (so labeled) in a separately sealed envelope clearly labeled “Financial Proposal”. The Original Financial Proposal shall be mailed and delivered by the deadline date indicated in the RFP. The Financial Proposal submission shall also include One (1) CD or Thumb Drive mailed with the original Financial Proposal. Electronic media must be a CD or USB and shall bear a label on the outside containing the RFP number and name as well as the name of the Offeror and the words Volume II: Financial Proposal.

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In addition, an exact duplicate of the Original Financial Proposal shall be submitted the RFP. The Financial Proposal shall be submitted in PDF format. PGCPS will not accept documents submitted via eMarylandMarketPlace Advantage in an alternate format. Do not submit individual sections of the Financial Proposal. The Financial Proposal submission shall be uploaded as one (1) file.

3. The MBE Proposal shall include One (1) Original and One (1) Copy (so labeled) in a separately sealed envelope clearly labeled “MBE Proposal” and consist of one (1) copy of MBE Utilization Form provided with the RFP. The MBE Proposal submission shall also include One (1) CD or Thumb Drive mailed with the original MBE Proposal. Electronic media must be a CD or USB and shall bear a label on the outside containing the RFP number and name as well as the name of the Offeror and the words Volume III: MBE Proposal.

In addition, an exact duplicate of the Original MBE Proposal shall be submitted the RFP. The MBE Proposal shall be submitted in PDF format. PGCPS will not accept documents submitted via eMarylandMarketPlace Advantage in an alternate format. Do not submit individual sections of the MBE Proposal. The MBE Proposal submission shall be uploaded as one (1) file.

NOTE: PGCPS Facilities Administration Building will be open to receive proposals via mail delivery on Mondays through Fridays only.

2.0 VOLUME I: TECHNICAL PROPOSAL FORMAT

Each proposal must include a table of contents and all pages in the technical proposal must be numbered, consecutively from beginning to end and separated by tabs as described below:

TAB A. TRANSMITTAL LETTER

Technical proposals are to be accompanied by a brief transmittal letter prepared on the Offeror’s letterhead, and signed by an individual who is authorized to commit the Offeror to the services and requirements in the RFP and proposal. This transmittal letter shall include:

1. The name, title, address, telephone number, and electronic mail address of the person authorized to bind the Offeror to the contract, who will receive all official notices concerning this RFP.

2. The Offeror’s Federal Tax Identification Number or Social Security Number.

3. A brief statement of the Offeror understands of the work to be done, the commitment to perform the work within the time period, and a statement of why the firm believes it is best qualified to perform the engagement.

4. A statement that the proposal is a firm and irrevocable offer for a period of one-hundred twenty (120) days.

5. Acknowledgement of all Addenda to this RFP

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TAB B. TABLE OF CONTENTS

TAB C. EXPERIENCE AND CAPABILITIES

Offeror shall provide information on past and current experience with rendering services similar in size and scope to those in this RFP. This description shall include:

1. Summary of the services offered including the number of years the Offeror provided these services; the number of clients and geographic locations the Offeror currently serves, etc. and has served; and if a past customer, why the Offeror is no longer providing services;

2. Organizational chart of the Offeror showing the major components of the unit(s) that will be performing the requirements of this contract; where the management of this contract will fall within the organization; and what resources will be available to support this contract in primary, secondary and back-up roles.

3. Name all key personnel who will perform work under this contract and include each individual’s resume. Include work history, educational background and indicate the proposed role/function of each individual.

4. At least five (5) recent references from its customers who are capable of documenting the following: a) the Offeror’s ability to manage similar contracts, b) the quality and breadth of services provided by the Offeror under similar contracts (See Appendix C).

TAB D. FISCAL INTEGRITY/FINANCIAL STATEMENTS

1. The Offeror shall include in its proposal, completed audited financial statements including the auditor’s notes, for its last two fiscal years. If the Offeror has not had its financial statements audited by an independent accounting firm, the Offeror must submit such un-audited financial statements as it has. Some acceptable methods include but are not limited to one or more of the following:

a. Recently audited (or best available) financial statements

b. Dunn and Bradstreet Rating

c. Standard and Poor’s Rating

d. Lines of credit

e. Evidence of a successful financial track record

f. Evidence of adequate working capital

2. Offeror shall identify any claims during the past five (5) years and provide information on any pending litigation, lawsuits etc. The failure to provide accurate information may be determined to be a material breach of any future agreement or contract with The Board.

3. Offeror shall submit a State of Maryland Certificate of Good Standing or other filing verifying the offeror is in Good Standing with the Department of Assessments and Taxation of Maryland. Certificates of Status may be obtained on line at http://www.dat.state.md.us. This requirement applies to both Domestic and Foreign Bidders (out of state). Foreign entities should contact the State Department of http://www.dat.state.md.us/

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Assessments and Taxation, 301 West Preston Street, Baltimore, Maryland 21201, to determine and apply for the appropriate documentation.

TAB E. TECHNICAL RESPONSE TO RFP SCOPE OF WORK

The Offeror shall address each major requirement of Part IV (Scope of Work). See Item No. IX Format of Technical Response for additional information regarding organization.

TAB F. FORMS

1. Certificate of Status (State of Maryland Certificate of Good Standing with the

Department of Assessments and Taxation

2. Addenda Acknowledgement Form (Appendix B)

3. References (Appendix C)

4. Completed Non-Collusion Certificate (Notarized) (Appendix D)

5. Completed Debarment Affidavit (Notarized) (Appendix E)

6. Completed Anti-Bribery Affidavit (Notarized) (Appendix F)

7. Certificate of Insurance (Appendix G)

8. Completed Financial Proposal Form (Appendix H)

9. Completed Letter of Intent to Apply (Appendix I)

10. MBE Form (Appendix J) - MBE Administrative Procedures 3325 and Attachments

11. Completed Letter of Interest to Attend (Appendix K)

ADDITIONAL ITEMS:

1. Financial Cost Proposal Form

TAB G. TECHNICAL ELECTRONIC MEDIA

3.0 VOLUME II: FINANCIAL PROPOSAL

A. Offerors shall enter all price information on Attachment A, “Financial Proposal Form” and submit it under a separate sealed cover as described in Part III, Section 1.0.

4.0 VOLUME III: MINORITY BUSINESS ENTERPRISE (MBE)

A. An MBE goal of 15% has been established for the contract to result from this solicitation (See MBE Administrative Procedures 3325 and Attachments).

B. Offerors shall include all documents as required in Appendix J (See Appendix J- Part A-

Instructions)

C. Any proposal that does not include and comply with the MBE Participation Disclosure

Form, signed Statement of Intent Forms(s), and MBE Participation Affidavit is non-responsive and will be rejected.

Failure to provide any of the requested information or documents in this solicitation may render the bid non-responsive.

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PART IV: SCOPE OF WORK

1.0 INTRODUCTION

The Board requests proposals for service coordination for the Infant and Toddlers Service Coordination Program.

The Infants and Toddlers Service Coordination Program provides early intervention services for young children with developmental delays and disabilities during the first four years of the child's life. Type of services provided include: support, information, and coordinated services in community settings are provided to enhance a child’s ability to manage his or her challenges and celebrate the gifts that each child has to offer. The services provided are designed to enhance a child’s maximum potential for growth and development before he or she reaches school age. In addition, through family and community support, parents/guardians develop skills to support their child’s development, become more knowledgeable about child development and the Individual Education Plan (IEP) process, along with helping them access community resources. Services provided through the Infants and Toddlers Service Coordination Program always include service coordination but may also include: audiology, physical therapy, occupational therapy, transportation, speech-language pathology, family training, special instruction, assistive technology, health services or home visits.

Currently, PGCPS provides service coordination services to approximately 500-700 children. Maryland

State regulations specify that a child, birth through age four is eligible for early intervention services through the Infants and Toddlers Service Coordination Program in any one of the following three (3) ways:

Has a 25% delay in at least one or more of five developmental areas (cognitive; physical, including vision and hearing; communication; social or emotional; adaptive);

Manifests atypical development or behavior in one or more of the five developmental areas, interferes with current development, and is likely to result in a subsequent delay (even when diagnostic instruments and procedures do not document a 25% delay); or

Has a diagnosed physical or mental condition that has a high probability of resulting in developmental delay

2.0 BACKGROUND

The Board of Education of Prince George’s County (The Board) serves the needs of public education in Prince George’s County, covering approximately 1,789 square miles, with a residential population of more than 904,430. It is the second largest public school system in the State of Maryland. The Board operates 240 facilities over a ten-mile radius, which includes Pre-k, elementary, middle, and high schools as well as special education centers and alternative schools. The Central administration headquarters is located at 14201 School Lane, Upper Marlboro, Maryland.

The Prince George’s County Board of Education (The Board) consists of 14 members. In addition to one student member, nine members are elected, three are appointed by the County Executive and one member is appointed by the County Council. The Board sets and oversees policy and implementation of those policies for the school system.

The Prince George’s County Public School System (PGCPS) consists of 132,000 students and 19,000 employees with an operating budget of $1.839 billion.

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3.0 SCOPE OF WORK

The Respondent will enter an Agreement in which they will recruit, screen, and present qualified contract employees as Service Coordinators to provide Infant Toddler Service Coordination to PGCPS.

Respondents are required to submit a detailed proposal for a tiered service coordination model for 500 to 700 children/families participating in the Prince George’s County Public Schools (PGCPS) Infants and Toddlers Program. Proposal must be comprehensive in nature and provide three (3) to five (5) sample tools to be utilized in program monitoring for quality and accountability.

3.1 Service Delivery

Provides service coordination for eligible families at risk.

3.1.1 Documentation of intended process for monitoring and implementing services

3.1.2 Participation in initial visits in the home and community setting

3.1.3 Knowledge of parent centered/parent education and Transdisciplinary approach to early intervention

3.2 Compliance

3.2.1 Provides services in compliance with PART C of IDEA provision of services for children birth through three receiving Individual Family Service Plans (IFSP) services

1. Ensures accountability for mandated timelines for service delivery

2. Ensures accountability for development of high quality IFSP

3.3 Medical Assistance (MA)

3.3.1 Processes medical assistance billing

3.3.2 Ensures and provides billing for 100% of eligible services

3.3.3 Monitor MA billing process

3.4 Community Resources

3.4.1 Provides guidance to community resources, public and private, for eligible families in PGCPS Infants and Toddlers Program

4.0 PERIOD OF PERFORMANCE

The initial contract period will begin approximately March 1, 2023. The agreement will have an initial duration of three (3) years from the date of commencement, with the option to renew for two (2) additional one (1) year periods.

5.0 ELIGIBILITY AND QUALIFICATIONS

Eligible Respondents shall have a minimum of one (1) years of experience delivering similar services to organizations of similar size as PGCPS and board of education.

The Respondent shall maintain and make available to PGCPS, current profiles for each contracted Service Coordinator that will consist of an application, resume, two (2) work references, valid state and FBI Fingerprinting Criminal Background Clearances, valid State of Maryland Child Abuse Clearances, and a copy of a current physical examination that includes a negative TB skin test or the results of a

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chest x-ray (all exams, tests, results must be within one year of the application date), as well as Rubella Titre and Varicella Titre tests or vaccinations (all exams, tests, results, must be within the year of the application date).

Each Service Coordinator shall hold a minimum of a Bachelor’s degree or higher in counseling, social work, psychology or related field from a regionally accredited college recognized by the Maryland State Department of Education. At the discretion of the PGCPS program supervisor, may waive four (4) year degree for a minimum of five (5) years of service coordination experience.

PGCPS has the right to reject any proposed staff offered by the contractor or to request replacement of any contracted employee determined by PGCPS to be unacceptable.

The contractor must report changes in staff to the PGCPS project manager four weeks prior to departure from services.

6.0 STAFFING REQUIREMENTS

6.1 Each Service Coordinator will work, at a rate agreed upon with the Contractor for a maximum of

7.0 hours per day for services provided. A workday shall consist of 7.5 hours, including 30 minutes for lunch (the 30 minutes lunch break is unpaid).

6.2 Each full time Service Coordinator will be scheduled at a rate agreed upon for a maximum of 7.0 paid hours per day and maximum of thirty-five (35.0) paid hours within a one-week period based on a year round basis. The following exceptions are a change in PGCPS work week or PGCPS supervisor approval to work additional hours, at regular rate of pay, up to 40 hours weekly, to compensate for staff vacancies.

7.0 DELIVERY OF COORDINATION SERVICES

Services may be delivered in the child’s natural environment which shall include: the child’s school, child’s home or community site. All work must occur at a specified duty location. Mileage will not be reimbursed.

Service Coordinators may conduct home visits and participate in professional development requirements for program implementation with approval of Program Supervisor.

8.0 COMPLIANCE REQUIREMENTS

Contracted employee shall comply with all provisions of the licensing law under which he or she is licensed. All contracted employees shall also adhere to all facility policies adopted by Prince George’s County Public Schools to protect the health and welfare of students. Each contracted employee will be provided orientation for general policies and procedures.

Service Coordinators will follow the established PGCPS protocols. Job responsibilities shall include, but not be limited to:

8.1 Timely scheduling and participation in six (6) month, annual reviews, TPM and eligibility meetings

8.2 Provision of resources to families

8.3 Participate on initial assessment and transition testing teams

8.4 Development of an IFSP/EIFSP

8.5 Implementation of the IFSP through the…