1-RFP 25-0087-5 ECLC Operator.pdf

Purchasing &

Contracting Department

1117 Eisenhower Drive, Suite C, Savannah, Georgia 31406

(912) 790-1618

REQUEST FOR PROPOSALS

RFP NO. 25-0087-5

EARLY CHILDHOOD LEARNING CENTER OPERATOR

WEBEX PRE-PROPOSAL CONFERENCE: 9:00A.M., JULY 15, 2025

PROPOSALS RECEIVED BY: 5:00 P.M., JULY 29, 2025

SPECIAL NOTE: Per an executed Intergovernmental Agreement, Chatham County will procure services on behalf of East Savannah United, Inc. The Chatham County Board of Commissioners will not execute the contract for service but will participate in the review and evaluation of solicited proposals. This Request for Proposals (RFP) does not obligate East Savannah United (ESU) or its Board of Directors to award a contract or complete the proposed project and ESU reserves the right to cancel this RFP if it is considered to be in the organizations’ best interest. Proposals must be clear and concise. Proposals that are difficult to follow or that do not conform to the RFP format or binding specifications may be rejected. Responding vendors must include the required information called for in this RFP. ESU reserves the right to reject a proposal if required information is not provided or is not organized as directed.

CHATHAM COUNTY, GEORGIA

OFFICE OF THE PURCHASING DIRECTOR

1117 EISENHOWER DRIVE, SUITE C

SAVANNAH, GEORGIA 31406

(912) 790-1619

DATE: July 1, 2025 RFP NO.: 25-0087-5

GENERAL INFORMATION FOR REQUEST FOR PROPOSALS

This is an invitation to submit a proposal to supply Chatham County/East Savannah United with services as indicated herein. Proposals shall be submitted on-line on the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal up to 5:00 P.M., JULY 29, 2025. The

Purchasing Director reserves the right to reject any and all proposals and to waive formalities.

A Pre-Proposal Conference has been scheduled to discuss the specifications and to resolve any questions and/or misunderstandings that may arise. The Pre-Proposal Conference will be held via WebEx only, on July 15, 2025 at 9:00A.M. You are encouraged to attend.

Meeting link:

https://chathamcountyga.webex.com/chathamcountyga/j.php?MTID=m128bc2bfeffaa4799d8427 e6c4440165

Meeting number: 2300 229 7833

Meeting password: tBFJVQ9SG38

Join from a video system or application

Dial 23002297833@chathamcountyga.webex.com

You can also dial 173.243.2.68 and enter your meeting number.

Join by phone: +1-415-655-0001 Toll

Access code: 23002297833

Global call-in numbers https://chathamcountyga.webex.com/chathamcountyga/globalcallin.php?MTID=ma4b9739f2199 f12dc0a67dd4f6b52575

Instructions for preparation and submission of a qualification proposal are contained in the Request for Proposal package. Please note that specific forms for submission of a proposal are required.

Any changes to the conditions and specifications must be in the form of a written addendum to be valid; therefore, the Purchasing Director will issue a written addendum to document approved changes.

https://chathamcountyga.bonfirehub.com/portal

Chatham County has an equal opportunity procurement policy. Chatham County seeks to ensure that all segments of the business community have access to providing services needed by County programs. The County affirmatively works to encourage utilization of disadvantaged and minority business enterprises in our procurement activities. The County provides equal opportunity for all businesses and does not discriminate against any persons or businesses regardless of race, color, religion, age, sex, national origin or handicap. The County expects its contractors to make maximum feasible use of minority businesses and qualified minority employees. The terms "disadvantaged business", "minority business enterprise", and "minority person" are more specifically defined and explained in the Chatham County Purchasing Ordinance.

SECTION I

INSTRUCTIONS TO PROPOSERS

1.1 PURPOSE: The purpose of this document is to provide general and specific information for use in submitting a qualification proposal to supply Chatham County/East Savannah

United with services as described herein. All proposals are governed by the Code of

Chatham County, Chapter 4, Article IV, and the laws of the State of Georgia.

1.2 HOW TO PREPARE PROPOSALS: All proposals shall be:

A. Proposers are encouraged to review carefully all provisions and attachments of this document prior to submission. Each proposal constitutes an offer and may not be withdrawn except as provided herein.

1.3 HOW TO SUBMIT PROPOSALS: All proposals shall be:

A. Submitted on-line on the County’s procurement portal at:

https://chathamcountyga.bonfirehub.com/portal.

** In submitting their proposal, the proposer certifies that he/she has carefully read all related Request for

Proposal documents and agrees to comply with all provisions.

B. If a proposer is unable to submit their proposal on-line, they should notify the procurement contact for the solicitation at least one week prior to proposals being due to receive instructions. The County is seeking to conduct all solicitations on-line. The phone number for Purchasing and Contracting is 912-790-1618.

1.4 HOW TO SUBMIT AN OBJECTION: Objections from Offerors to this Request for

Proposals and/or these specifications should be brought to the attention of the County

Purchasing Director in the following manner:

A. When a pre-proposal conference is scheduled, the Proposer may object in writing any time prior to or at the pre-proposal conference.

B. When a pre-proposal conference is not scheduled, the Proposer shall object in writing not less than five (5) days prior to the Date for submission.

C. The objections contemplated must pertain to both form and substance of the

Request for Proposal documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this Request for Proposal.

1.5 ERRORS IN PROPOSALS: Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Proposer's own risk.

1.6 STANDARDS FOR ACCEPTANCE OF PROPOSERS FOR CONTRACT AWARD:

The County/ESU reserves the right to reject any or all Proposals and to waive any irregularities or technicalities in Proposals received whenever such rejection or waiver is in the best interest of the County/ESU. The County/ESU reserves the right to reject the

Offer of a Proposer who has previously failed to perform properly or complete on time contracts of a similar nature, whom investigation shows is not in a position to perform the contract.

1.7 PROPOSER: Whenever the term "Proposer" is used, it shall encompass the "person", "business", "firm", or other party submitting a proposal to Chatham County/ESU in such capacity before a contract has been entered into between such party and ESU.

1.8 COMPLIANCE WITH LAWS: The Proposer shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by Federal, State or County statute, ordinances and rules during the performance of any contract between the Proposer and ESU. Any such requirement specifically set forth in any contract document between the Proposer and

ESU shall be supplementary to this section and not in substitution thereof.

1.9 CONTRACTOR: CONTRACTOR or subcontractor means any person, firm, or business having a contract with Chatham County/ESU. The Contractor certifies that the firm will follow equal employment opportunity practices in connection with the awarded contract as more fully specified in the contract documents.

1.10 LOCAL PREFERENCE: The Contractor agrees to follow the local preference guidelines as more fully specified in the contract documents.

1.11 DEBARRED FIRMS AND PENDING LITIGATION: Any potential proposer/firm listed on the Federal or State of Georgia Excluded Parties Listing (Barred from doing business) will not be considered for contract award. It is the proposer’s responsibility to inform the County/ESU should the proposer/firm be placed on the Federal or State of

Georgia Excluded Parties Listing during the proposal process. Proposers shall disclose any record of pending criminal violations (Indictment) and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years. Any proposer/firm previously defaulting or terminating a contract with

ESU will not be considered. Successful proposers with whom ESU enters into a contract with for goods or services will notify ESU if they become debarred during the course of the contract.

** All bidders or proposers are to read and complete the Disclosure of Responsibility

Statement. Failure to do so may result in your solicitation response being rejected as non-responsive.

Proposer acknowledges that in performing contract work for ESU, proposer shall not utilize any firms that have been a party to any of the above actions. If proposer has engaged any firm to work on this contract or project that is later debarred, proposer shall sever its relationship with that firm with respect to the ESU contract.

1.12 PERFORMANCE EVALUATION: Contract performance evaluations shall be performed by East Savannah United.

SECTION II

PROPOSAL CONDITIONS

2.1 SPECIFICATIONS: Any obvious error or omission in specifications shall not inure to the benefit of the proposer but shall put the proposer on notice to inquire of or identify the same to the County/ESU.

2.2 MULTIPLE PROPOSALS: No Proposer will be allowed to submit more than one offer.

Any alternate proposals must be brought to the Purchasing Director's attention during the

Pre-proposal Conference or submitted in writing at least five (5) days preceding the date for submission of proposals.

2.3 OFFERS TO BE FIRM: The Proposer warrants that terms and conditions quoted in his offer will be firm for acceptance for a period of sixty (60) days from bid date submitted, unless otherwise stated in the proposal. When requested to provide a fee proposal, fees quoted must also be firm for a sixty-day period.

2.4 COMPLETENESS: All information required by the Request for Proposals must be completed and submitted to constitute a proper proposal.

2.5 LIABILITY PROVISIONS: Where Proposers are required to enter or go into Chatham

County/ESU property to take measurements or gather other information in order to prepare the proposal as requested by the County/ESU, the Proposer shall be liable for any injury, damage or loss occasioned by negligence of the Proposer, his agent, or any person the

Proposer has designated to prepare the Offer and shall indemnify and hold harmless

Chatham County/ESU from any liability arising therefrom. The contract document specifies the liability provisions required of the successful Proposer in order to be awarded a contract with ESU.

2.6 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By submission of this Offer, the Proposer certifies, and in the case of a joint offer, each party thereto certifies as to its own organization, that in connection with this procurement:

(1) The prices in this offer have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this offer have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to opening, directly or indirectly to any other competitor; and

(3) No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not submit an offer for the purpose of restricting competition.

2.7 AWARD OF CONTRACT: The award shall be made to the proposer whose proposal is determined to be the most advantageous to the ESU Board based on the evaluation factors set forth in this Request for Proposals. Cost to customer, although a high consideration, will not be the sole determining factor.

2.8 PROCUREMENT PROTESTS: Objections and protests to any portion of the procurement process or actions of the County staff may be filed with the Purchasing

Director for review and resolution. The Chatham County Purchasing Ordinance – Part 9

– Vendor Disputes shall govern the review and resolution of all protests.

2.9 QUALIFICATION OF BUSINESS (RESPONSIBLE PROPOSER): A responsible

Proposer is defined as one who meets, or by the date of the acceptance can meet, all requirements for licensing, insurance, and service contained within this Request for

Proposals. Chatham County/ESU has the right to require any or all Proposers to submit documentation of the ability to perform the service requested.

Chatham County/ESU has the right to disqualify the proposal of any Proposer as being unresponsive or unresponsible whenever such Proposer cannot document the ability to deliver the requested service.

2.10 COUNTY TAX CERTIFICATE REQUIREMENT: A current Chatham County or municipal business license (within the State of Georgia) is required unless otherwise specified. A firm need not have a Chatham County Business License prior to submitting a proposal. However, a license must be obtained by the successful vendor prior to award of contract.

Please contact the Chatham County Department of Building Safety and Regulatory Services at (912) 201-4300 for additional information.

NOTE: No contract shall be awarded unless all real and personal property taxes have been paid by the successful contractor and/or subcontractor as adopted by the Board of

Commissioners on 8 April 1994.

2.11 INSURANCE PROVISIONS, GENERAL: The selected Contractor shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work, hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be included in the Fee

Proposal.

It is every Contractor’s responsibility to provide the County Purchasing and Contracting

Division current and up-to-date Certificates of Insurance and Declaration Sheets for multiple year contracts before the end of each term. Failure to do so may be cause for termination of contract.

2.11.1 General Information that shall appear on a Certificate of Insurance:

I. Name of the Producer (Contractor’s insurance Broker/Agent).

II. Companies affording coverage (there may be several).

III. Name and Address of the Insured (this should be the Company or Parent of the firm ESU is contracting with).

IV. Summary of all current insurance for the insured (includes effective dates of coverage).

V. A brief description of the operations to be performed, the specific job to be performed, or contract number.

VI. Certificate Holder (This is to always include East Savannah United).

Chatham County as an “Additional Insured”: Chatham County invokes the defense of “sovereign immunity.” In order not to jeopardize the use of this defense, the County is not to be included as an “Additional Insured” on insurance contracts.

2.11.2 Minimum Limits of Insurance to be maintained for the duration of the contract:

A. Commercial General Liability: Provides protection against bodily injury and property damage claims arising from operations of a Contractor or Tenant. This policy coverage includes: premises and operations, use of independent contractors, products/completed operations, personal injury, contractual, broad form property damage, and underground, explosion and collapse hazards. Minimum limits: $1,000,000 bodily injury and property damage per occurrence and annual aggregate.

B. Worker's Compensation and Employer’s Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the Contractor while performing within the scope of their duties.

Employer’s Liability coverage is usually included in Worker’s

Compensation policies, and insures common law claims of injured employees made in lieu of or in addition to a Worker’s Compensation claim.

Minimum limits: $500,000 for each accident, disease policy limit, each employee and Statutory Worker’s Compensation limit.

C. Business Automobile Liability: Coverage insures against liability claims arising out of the Contractor’s use of automobiles. Minimum limit:

$1,000,000 combined single limit per accident for bodily injury and property damage. Coverage should be written on an “Any Auto” basis.

2.11.3 Special Requirements:

Claims-Made Coverage: The limits of liability shall remain the same as the occurrence basis, however, the Retroactive date shall be prior to the coincident with the date of any contract, and the Certificate of Insurance shall state the coverage is claims-made. The Retroactive date shall also be specifically stated on the

Certificate of Insurance.

A. Extended Reporting Periods: The Contractor shall provide ESU with a notice of the election to initiate any Supplemental Extended Reporting

Period and the reason(s) for invoking this option.

B. Reporting Provisions: Any failure to comply with reporting provisions of the policies shall not affect coverage provided in relation to this request.

C. Cancellation: Each insurance policy that applies to this request shall be endorsed to state that it shall not be suspended, voided, or canceled, except after thirty (30) days prior to written notice by certified mail, return receipt requested, has been given to ESU.

D. Proof of Insurance: ESU shall be furnished with certificates of insurance and with original endorsements affecting coverage required by this request.

The certificates and endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates of insurance are to be submitted prior to, and approved by, ESU before services are rendered. The Contractor must ensure Certificate of Insurance are updated for the entire term of the contract with ESU.

E. Insurer Acceptability: Insurance is to be placed with an insurer having an

A.M. Best’s rating of A and a five (5) year average financial rating of not less than V. If an insurer does not qualify for averaging on a five year basis, the current total Best’s rating will be used to evaluate insurer acceptability.

F. Lapse in Coverage: A lapse in coverage shall constitute grounds for contract termination by the ESU Board.

G. Deductibles and Self-Insured Retention: Any deductibles or self-insured retention must be declared to, and approved by, ESU. At the option of

ESU, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as related to ESU, its officials, officers, employees, and volunteers; or the Contractor shall procure a bond guaranteeing payment of related suits, losses, claims, and related investigation, claim administration and defense expenses.

2.11.4 Additional Coverage for Specific Procurement Projects:

a. Professional Liability: Insure errors or omission on behalf of architects, engineers, attorneys, medical professionals, and contractors.

Minimum Limits: $1 million per claim/occurrence

Coverage Requirement: If claims-made, retroactive date must precede or coincide with the contract effective date or the date of the Notice to Proceed. The professional must state if tail coverage has been purchased and the duration of the coverage.

b. Builder’s Risk: (For Construction or Installation Contracts) Covers against insured perils while in the course of construction.

Minimum Limits: All-Risk coverage equal 100% of contract value

Coverage Requirements: Occupancy Clause - permits County to use the facility prior to issuance of Notice of Substantial Completion.

2.12 INDEMNIFICATION: The PROPOSER agrees to protect, defend, indemnify, and hold harmless Chatham County, Georgia, its commissioners, officers, agents, and employees and ESU from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons caused by the PROPOSER or its subproposers. The

PROPOSER’s obligation to protect, defend, indemnify, and hold harmless, as set forth herein above shall include, but not be limited to, any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations. PROPOSER further agrees to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and hold harmless Chatham County, Georgia and ESU, at his sole expense, and agrees to bear all other costs and expenses related thereto, even if such claims, suits, etc., are groundless, false, or fraudulent, including any and all claims or liability for compensation under the Worker's Compensation Act arising out of injuries sustained by any employee of the PROPOSER or his subcontractor or anyone directly or indirectly employed by any of them.

The PROPOSER’s obligation to indemnify Chatham County and ESU under this Section shall not be limited in any way by the agreed-upon contract price, or to the scope and amount of coverage provided by any insurance maintained by the PROPOSER.

2.13 COMPLIANCE WITH SPECIFICATION - TERMS AND CONDITIONS: The

Request for Proposals, Legal Advertisement, General Conditions and Instructions to

Proposers, Specifications, Special Conditions, Proposers Offer, Addendum, and/or any other pertinent documents form a part of the Offeror's proposal and by reference are made a part hereof.

2.14 SIGNED RESPONSE CONSIDERED AN OFFER: The submitted Response shall be considered an offer on the part of the Proposer, which offer shall be deemed accepted upon approval by the ESU Board or his designee. In case of a default on the part of the

Proponent after such acceptance, ESU may take such action, as it deems appropriate, including legal action for damages or lack of required performance.

2.15 NOTICE TO PROCEED: The successful proposer shall not commence work under this

Request for Proposal until a written contract is awarded and the Project Manager or his designee issues a Notice to Proceed. If the successful Proposer does commence any work or deliver items prior to receiving official notification, he does so at his own risk.

2.16 PAYMENT TO CONTRACTOR: Instructions for invoicing ESU for services delivered are specified in the contract document.

A. Contractor will be paid the agreed upon compensation upon satisfactory progress or completion of the work as more fully described in the contract document.

2.17 LICENSES, PERMITS, AND TAXES: The price or prices for the service shall include full compensation for all fees that the proponent is or may be required to pay.

2.18 MINORITY – WOMEN BUSINESS ENTERPRISE PARTICIPATION: It is the desire of the County Board of Commissioners to increase the participation of minority (MBE) and women-owned (WBE) business in its contracting and procurement programs.

The County is committed to a policy of equitable participation for these firms by setting goals for each contract. Bidder/proposers are requested to include in their proposals a narrative describing their past accomplishments and intended actions in this area. If bidder/proposers are considering minority or women owned enterprise participation in their proposal, those firms, and their specific duties must be identified in their proposal along with the percentage(s) and dollar amount awarded to the MBE/WBE firm. Proposers may also provide demographic information regarding their employees to show their commitment to equal opportunity. If a bidder/proposer is considered for award, he/she will be asked to meet with the County Staff so that the intended MBE/WBE participation goals can be formalized and included in the subsequent contact.

If the awarded contractor is claiming minority status, the contractor shall apply for certification by Chatham County, Georgia to the Office of Minority Business Coordinator.

The Minority Business Coordinator will provide documentation of application status once approved or disapproved by Chatham County. Certification by any other government entity is acceptable if current copy of the certification is provided with this solicitation. For information on the program or MBE/WBE contractors/vendors please contact the Chatham

County Minority and Women Business Office, 1117 Eisenhower Drive, Suite 101, Savannah, Georgia 31406, (912) 652-7828 phone, (912) 652-7951 fax.

REQUEST FOR PROPOSALS

GENERAL CONDITIONS

SECTION III

3.1 DESCRIPTION AND OBJECTIVES: East Savannah United (ESU) is accepting proposals in response to this Request for Proposal to find a qualified child care center operator that can provide sustainable high-quality childcare services for young children and their families, with priority and preference given to families that live within the East

Savannah service area. The East Savannah United Early Childhood Learning Center

(ECLC) will offer quality childcare services to approximately 144 children from 6 weeks through three years of age. This RFP seeks to identify potential providers for the above-mentioned services. All respondents to this RFP are subject to instructions communicated in this document and are cautioned to completely review the entire RFP and follow instructions carefully. Chatham County/ESU reserves the right to reject any or all

RFP’s and to waive technicalities and informalities at the discretion of Chatham

County/ESU.

3.2 METHODOLOGY: The procurement described herein may be conducted in a two-step process.

STEP ONE- ACCEPTANCE AND EVALUATION OF QUALIFICATION

PROPOSALS: All technical requirements, unless otherwise specified, must be met by the proponent or such proposal may be disqualified as being non-responsive. Proposals that are deemed incomplete as to substance and content may be returned without consideration. A shortlist of qualified firms will be developed and ranked.

In the interest of a fair, objective and competitive process, Chatham County intends to accept all qualified proposals and give them complete and impartial consideration.

Any proposal which does not meet all technical requirements may be disqualified as being non-responsive.

Proposals which are deemed to be incomplete as to substance and content may be returned without consideration. Proponents whose proposals are not accepted will be promptly notified that they are not being further considered and why.

Recommending proponents that best qualify for the short list will be done through a committee evaluation process based on established technical criteria as described herein.

STEP TWO-INTERVIEWS/SITE VISITS: The evaluation committee may request an interview and/or site vist with short-listed firms. If interviews/site visits are conducted, they will be scored. It will be at the discretion of the evaluation committee on the number of firms that will interview/present.

3.3 PRE-PROPOSAL CONFERENCE: A Pre-Proposal Conference has been scheduled to discuss the specifications and to resolve any questions and/or misunderstandings that may arise. The Pre-Proposal Conference will be held via WebEx only, on July 15, 2025 at

9:00A.M. You are encouraged to attend.

3.4 PROPOSAL DEADLINE: The response to this ‘Request for Proposal” must be received on-line on the County’s procurement portal no later than 5:00 P.M., JULY 29, 2025.

http://chathamcountyga.bonfirehub.com/portal

For good and sufficient reason, up to 24 hours before the advertised deadline, the County may extend the response schedule. An addendum will be issued setting forth the new date and time.

3.5 CONFIDENTIALITY OF DOCUMENTS: Upon receipt of a proposal by the

County/ESU, the proposal shall become the property of the County/ESU without compensation to the proponent, for disposition or usage by the County/ESU at its discretion

(except for as provided by Georgia law for proprietary information). The details of the proposal documents will remain confidential until final award or rejection of proposals and/or protected under the restraints of law. Only final points and ranking of proposals will be openly disclosed prior to approval by the ESU Board. Proponent shall have no contact with any Department Representative or Evaluation Committee Member during and after the evaluation process. Any information contained in the proposal that is considered by the Proponent as “proprietary” to remain confidential shall be clearly identified and justified.

3.6 CONE OF SILENCE: Lobbying of Procurement Evaluation Committee members, County Government employees, ESU, and elected officials regarding this product or service solicitation, Invitation to Bid (ITB) or Request for Proposal (RFP) or contract by any member of a proposer’s staff, or those people employed by any legal entity affiliated with an organization that is responding to the solicitation is strictly prohibited. Negative campaigning through the mass media about the current service delivery is strictly prohibited. Such actions may cause your proposal to be rejected.

3.7 COMPENSATION: The County/ESU has attempted in SECTION V to provide as much information about the project as possible to enable firms to structure their offer.

3.8 REJECTING PROPOSALS: The County/ESU reserves the right to reject any or all proposals and is not bound to accept any proposal if that proposal is contrary to the best interest of ESU. Similarly, ESU is not bound to accept the lowest dollar proposal if the offer is not considered in ESU’s best interest.

3.9 COST TO PREPARE RESPONSES: The County/ESU assumes no responsibility or obligation to the respondents and will make no payment for any costs associated with the preparation or submission of the proposal.

3.10 INQUIRIES: Direct any questions related to this RFP to Ms. Jean Fleming, Asst.

Purchasing Director, and submit all questions through the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal Q&A section. Include the RFP number, page, and paragraph number as a reference to each question. DEADLINE FOR ALL

QUESTIONS IS LISTED ON THE BONFIRE PORTAL.

THE ONLY OFFICIAL ANSWER OR POSITION OF CHATHAM COUNTY/ESU

WILL BE THE ONE STATED IN WRITING.

3.11 METHOD OF SOURCE SELECTION: Chatham County/ESU is using the

Competitive Sealed Proposal method of source selection, as authorized by Part 3 of the

Chatham County Purchasing Ordinance for this procurement.

An award, if made, will be made to the responsible offeror whose proposal is most advantageous to ESU, taking into consideration price and other factors set forth in this

Request for Proposal (RFP). The County/ESU will not use any other factors or criteria in the evaluation of the proposals received.

3.12 EQUAL EMPLOYMENT OPPORTUNITY: During the performance of this contract, the COMPANY agrees as follows:

The COMPANY will not discriminate against any employee or proposer for employment because of race, creed, color, sex, age, national origin, place of birth, physical handicap, or marital status.

SECTION IV

SPECIAL CONDITIONS

4.1 PENDING LITIGATION: Proposals will not be accepted from any company, firm, person, or party, parent subsidiary, against which Chatham County/ESU has an outstanding claim, or a financial dispute relating to prior contract performance. If the

County/ESU, at any time, discovers such a dispute during any point of evaluation, the proposal will not be considered further.

4.2 EVALUATION FACTORS: Factors such as proponents overall capability, specialized experience, reputation, past performance on similar projects, technical competence, financial stability, ability to meet program goals, delivery under the contract terms, and fee schedule will be considered in the award recommendation. Commitment in the level of MBE/WBE firms, contractors and employees will also be considered in the evaluation of proposals.

4.3 SELECTION PROCESS: Proposals will be evaluated initially on the basis of the written document. Thus, the proposal must be complete, concise and clear as to the intent of the respondent. Further evaluation may include an oral presentation and/or site visit, which will be scheduled after receipt of the written proposal and approval of the shortlist.

4.4 CONTRACT: The contract will be for six (6), one (1) year terms with option of automatic renewal unless written notice from either party is submitted within 120 days.

Contract will not exceed six years prior to public solicitation process. Selected provider will be eligible to resubmit proposal to continue service following the initial term-year.

On an annual basis, East Savannah United and the chosen provider will meet to evaluate how each party is meeting the needs and requirements identified in this proposal.

4.5 PROPOSALS MUST BE RESPONSIVE TO:

4.5.1 INTRODUCTION/COVER LETTER (SECTION A): You should provide no more than a two (2) page letter of introduction. The letter should highlight or summarize whatever information you deem appropriate as a cover letter, as a minimum, this section should include the name, address, email address, telephone number of one (1) contact to whom any correspondence should be directed. This section should include a clear statement of the Proposer’s understanding of this RFP and the contract requirements, and how the Proposer intends to meet the RFP requirements.

4.5.2 APPROACH AND VISION: Proposer shall describe its:

A. Philosophical approach to delivering childcare

B. Vision for children and families served

C. Qualifications and track record of childcare center operations which demonstrate that it has the capacity and resources necessary to successfully operate an additional 3-star Quality Rated childcare center as described within this RFP

D. Philosophical approach’s consistency with the mission and vision of ESU

4.5.3 EXPERIENCE & QUALIFICATIONS – TOTAL POSSIBLE POINTS: 20:

THIS SECTION SHOULD INCLUDE:

A. Describe the:

a. Types of childcare centers operated

b. Tax status (i.e. for profit or not-for-profit) of child care centers operated

c. Number of years each owned/operated center has been in business

d. Quality Rated star levels, licensed capacity, and licensing compliance history of each center owned/operated

B. Present evidence that the proposer has been engaged for at least the past seven years in providing services as required in this RFP

C. Provide at least five references with name, relationship to Proposer, telephone number, fax number, and e-mail address

D. List and describe any GA licenses or certifications it possesses or any additional pertinent information that describes its qualifications to operate a childcare facility in the state of GA

E. Describe all record keeping and billing methods, including bookkeeping and auditing procedures, and billing and fee collections systems

F. Provide a plan for food service and agree to participate in the Child and

Adult Care Food Program. Plan shall name the position in charge of food operation and shall list the duties that he/she may delegate to others

G. Demonstrate experience and knowledge of operating a center serving children living in public housing or from low-income backgrounds

H. Provide a copy of its current Certificate of Insurance for each childcare center currently operated

I. List any and all services that will be performed in whole or in part by subcontractors, including the names and addresses of the subcontractors proposed to be providing the services, as well as the specific type of services provided

J. Provide a copy of one or more currently operated center’s Family

Handbook

4.5.4 COMPLIANCE HISTORY / CHILDCARE SERVICES

IMPLEMENTATION PLAN/ ASSESSMENT PLAN - TOTAL POSSIBLE

POINTS: 20: THIS SECTION SHOULD INCLUDE:

A. Provide licensing status and compliance history of all centers operated for the most recent five years

B. Include a statement on any previous violations of state, federal, or local guidelines for which the proposer was cited and became a matter of record

C. Proposer must identify the method and manner in which it proposes to provide childcare services as described in the Scope of Services in addition to the following item:

▪ Special Needs: Proposer shall describe their process of screening for special needs and identifying necessary referrals to families of children with special needs.

D. Proposer shall describe its ongoing data collection, reporting routines, use of data for instructional quality improvement, and outcomes.

E. Proposer shall describe its approach to child screenings and assessments.

F. Provide evidence of proposers’ experience or intent to participate in

Quality Rated facility assessment and maintain such status ensuring quality improvement remains paramount to the center.

4.5.5 STAFF HIRING/POLICIES/RETENTION - TOTAL POSSIBLE POINTS:

10: THIS SECTION SHOULD INCLUDE:

A. Provide the number of staff currently managed at each currently operated childcare center B. Provide the average tenure (years of service) of directors, lead teachers, and assistant teachers at each currently operated childcare center C. Describe employee benefits including, at a minimum, vacation, sick leave, and health insurance at each currently operated childcare center.

D. Provide a copy of the current employee handbook from one or more currently operated childcare centers

E. Directors, Lead Teachers and Assistant Teachers Education & Qualifications

- Proposer Shall:

a. Provide proposed organizational chart for the center and Operator

b. Provide a staffing plan with job descriptions and education and certification requirements (if applicable) for each position

c. Include detailed resumes of Operator’s Owner and proposed Center

Director (if identified)

4.5.6 FINANCIAL STRENGTH AND SUSTAINABILITY - TOTAL POSSIBLE

POINTS: 15: THIS SECTION SHOULD INCLUDE:

A. Demonstrate financial capacity to operate the childcare center and carry out a multi-year contract.

B. Provide a copy of last year’s audited financial statement (income statement and balance sheet).

C. Provide the most recent (unaudited) YTD financial statement for current operations.

D. Proposer shall include a plan for how the childcare center will continue to fund ongoing operations for the duration of the contract, as operations and services proposed must be self-sustaining.

4.5.7 MBE/WBE PARTICIPATION - TOTAL POSSIBLE POINTS: 15:

Commitment in the level of local MBE/WBE business/firms, subcontractors, contractors and employees. Approach to meeting and exceeding the MBE/WBE requirements. History of Minority-owned, Women-owned business utilization in the past.

4.5.8 FEE PROPOSAL: TOTAL POSSIBLE POINTS: 20: Firm shall submit their fees clearly indicating their rates as listed on the Fee Proposal page. These rates shall be considered inclusive and cover all services associated with the contract.

Proposer shall provide a breakdown of the weekly cost of one classroom for each age group from ages 6 weeks to age three (3).

4.5.9 INTERVIEWS/PRESENTATIONS/SITE VISIT (IF REQUIRED) – TOTAL

POSSIBLE POINTS: 30

4.6 CONTRACT: The successful respondent will be expected to execute a contract within

30 days of notice of award. No work shall be performed under the contract until a contract has been fully executed by both parties. A notice to proceed will be issued by ESU.

4.7 PERFORMANCE AND APPROVAL OF SUB-CONTRACTORS: The proponent will perform the project as an independent contractor and not as an agent or employee of ESU. Joint ventures and sub-contractor arrangements are not prohibited; however, the proponent shall secure written permission from ESU before subcontracting any part of this service. Such permission should be obtained during the proposal evaluation stage.

Proponents are encouraged to use Minority/Woman Business Enterprises and are reminded of reporting requirements when utilizing these arrangements.

4.8 ASSIGNMENT: The PROPOSER shall not assign or transfer any interest of the contract without prior written consent of ESU.

4.9 CONTRACT AWARD:

4.9.1 Successful Proponent will be asked to submit his/her firms’ contractual issues for consideration in the ESU contract. Proposals will become part of the contract.

SECTION V

BACKGROUND AND PURPOSE

5.0 INTENT AND BACKGROUND: East Savannah United (ESU) is accepting proposals in response to this Request for Proposal to find a qualified childcare center operator that can provide sustainable high-quality childcare services for young children and their families, with priority and preference given to families that live within the East Savannah service area. The East Savannah United Early Childhood Learning Center (ECLC) will offer quality childcare services to approximately 144 children from 6 weeks through three years of age. The facility will be licensed by the state and designed to meet all state and national accreditation standards, including the Quality Rated model promoted by the

Georgia Department of Early Care and Learning. Enrollment will be focused on providing childcare for at least 75% of individuals who reside in the defined boundary and/or impact area of East Savannah. While hours of operation have not yet been determined, the East Savannah United Inc. leadership group is strongly considering offering both traditional daytime and nontraditional late afternoon/early nighttime hours to ensure the needs of the overall community and targeted families are satisfied.

The Early Childhood Learning Center is part of a larger national initiative, Purpose Built.

The Purpose-Built Community model (purposebuiltcommunities.org), implemented in approximately 30 communities nationwide, helps communities implement a proven model to reduce poverty, substandard education, unemployment, health disparities and other challenges. Purpose-built communities partner with a lead dedicated non-profit organization that serves as the “community quarterback” to facilitate holistic community revitalization by facilitating high-quality cradle-through-college education, mixed-income housing, and community health/wellness initiatives.

East Savannah United Inc. is a newly formed non-profit organization serving as the lead organization and community quarterback for the Purpose-Built initiative in East

Savannah. Since 2016, a local advisory council, now the ESU Board of Directors, has spearheaded this work in conjunction with critical stakeholders such as the Housing

Authority of Savannah (HAS).

The ECLC will be located off Wheaton Street on Hitch Drive on approximately 9.3 acres of land owned by the Housing Authority of Savannah (HAS). HAS and Chatham

County have entered into a long-term ground lease agreement for this project. The land is surrounded by more than 400 new and rehabbed apartments developed in the last few years for HAS, which also plans to build several hundred additional units in the area contingent upon its success in securing tax credit financing. This is a key part of the overall project’s mixed-income housing strategy.

5.1 NEEDS ASSESSMENT/PROJECT AREA ANALYSIS: In 2016, a group of concerned citizens began exploring long-range, systems change projects nationwide and gathering data to define areas most in need in Savannah and Chatham County. After further discussion and with technical support from Purpose-Built Communities, the group ultimately decided that East Savannah, specifically, a focus area with the boundaries of:

East Broad (west), Wheaton Street (north), Truman Parkway (east), and 37th Street

(south), offered the best opportunity for the initiative based on the data provided via the

HUD Choice Neighborhood project, the dearth of quality-rated area early childhood programs and the quantity and quality of nearby community assets such as DFCS, the

Curtis Cooper Primary Health Care Inc. and the Early Learning Center at Henderson

Formey School.

The total population of the defined impact area as of 2016 was 5,873, and the median income was $19,738. All schools within the zone performed in the bottom 11% of the district and the bottom 25% of the state.

Per the Child Care Resource and Referral Agency, in 2016-2017, there were 8 area licensed home care facilities caring for less than six children and seven licensed childcare learning centers. This included only one center and two quality-rated homes. Facilities were licensed to serve 575 students, but more than 25% were specific to after-school/school-age care. During this same time, HAS counted 528 children up to age 4 and 890 children ages 5-14.

East Broad (K-8 School) was listed as an Impact School and a Turnaround Eligible

School. East Broad showed a loss of progress in reading, with an Average Relation to

Instruction (RIT) score of 137 in 2018, down 4 points to 133 for kindergarten students.

At the same time, there was a loss in math score, with an Average RIT of 217 in 2018 reduced to 131 in 2019.

5.2 OPERATIONS AND OVERSIGHT: East Savannah United Inc. is a new, single purpose non-profit organization which will oversee the overall project by: 1) facilitating and coordinating high-quality cradle-through-college education, mixed income housing and community health/wellness initiatives; 2) setting metrics for success in each of these programs and annually evaluating progress on achieving these metrics; 3) raising operating funds on an ongoing basis for the ECLC, East Savannah United Inc. and any other project components requiring subsidy.

East Savannah United Inc. will select a high-quality organization to operate the ECLC through a targeted competitive RFP and will regularly assess the operator’s performance in securing high educational achievement for enrolled students. The selected operator should be willing to give preference to families that live in the neighborhood.

East Savannah United Inc. is fully cognizant of the Quality Rated tiered initiative the state of Georgia launched in 2012 to improve the condition of early care and educational programs. The ECLC would subscribe to higher standards than the state’s basic licensing requirement and commit to rigorous evaluation to validate the program’s academic excellence. The Quality Rated status, along with licensing and other program requirements, would require a lower child-to-caregiver ratio, a structured day with evidence-based curriculum, and specialized training for all staff.

5.3 EARLY CHILDHOOD LEARNING CENTER: As the Early Childhood Learning

Center is funded by the approval of Chatham County residents through Chatham County

SPLOST 7, the building design is being finalized. East Savannah United is considered the end user of the facility and is interested in having the operator on contract during the architectural design and development. The following are proposed facility specifications as included in the design scope of work:

• With the current configuration, the center should serve at least 144 children

• 5 Infant & Toddler Classrooms @ 1,000 square feet each

• 2 Restroom/Changing Space @ 200 square feet located between classrooms

• 1 Infant/Toddler storage room @ 200 square feet

• 1 Infant Toddler Playground

• 6 Preschool Classrooms @ 1,000 square feet each

• 2 Restrooms @ 200 square feet located between classrooms

• 1 Preschool storage room @ 200 square feet

• 1 Transitional Playground

• 1 Preschool Playground

• Common areas include:

o Reception o Supervisor/Assistant Supervisor o Meeting/Conference Room o Breakroom o Workroom o Nurse Room/Clinic o Multipurpose Room o Kitchen with closet o Pantry o Custodial Room o Data Server o Mechanical Closet o Additional storage

5.4 EARLY CHILDHOOD EDUCATION AND DEVELOPMENT PROGRAM: East

Savannah United intends to offer children and families a quality early educational experience. As such, the following are minimal requirements of the selected vendor:

• Experience with federal funding to off-set parent portion o Experience with USDA food service programming o CAPS

• Experience braiding funding sources

• Experience with quality-rated facilities and providing high-quality instructional opportunities (Quality Rated Improvement System, Nationally Accredited) *extra points for both in the past three-five years

• Experience working in low-income communities, culturally diverse, that aligns with the community specifically

• In overall ‘good standing’ or support (in compliance) with state licensing for the past five (5) years as required for the local state

• Experience working with a board or advisory committee

• Administratively and financially stable and capable of paying all monthly expenses prior to a reimbursement payment with five years’ tax returns (Form

990s) and/or audited financial statements or a combination (sustainable cash flow) as demonstrated with the documents submitted with the application.

• Experience creating and sustaining an Early Childhood Learning Center personnel structure

• Existing financial auditing/tracking system for all revenues and expenditures

• Experience working with community partners

• Experience in recruiting, securing, managing of staff and volunteers (following all compliance with background checks and training)

In addition to the minimal requirement, East Savannah United and its stakeholders also are interested in a vendor with the following preferred criteria:

• Affiliate with nonprofit for acceptance of grant/donations

• Experience (grant writing, management, and compliance) with other foundational funds to off-set parent cost and reduce operational cost

• Experience with fund raising and community engagement

• Experience working with two and three generation low-wealth families

• Experience (directly or through a third-party contractor) working with families, offering, and providing social work/case management services with wrap around resources

• Experience in serving as a training site/facility for post-secondary early education students (following all compliance with background checks and training)

SECTION VI

SPECIFICATIONS/SCOPE OF WORK

6.1 GENERAL:

6.1.1. Georgia Department of Early Care and…