10-ITB-25-00275 Head Start-Early Head Start Educational Partners.pdf

Invitation to Bid Head Start/Early Head Start Educational Partners

ITB-25-00275

ITB No. ITB-25-00275 Page 1

SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-25-00275

SOLICITATION TITLE: Head Start/Early Head Start Educational Partners

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed bids from qualified Contractor(s) of licensed childcare facilities to provide educational service programs and educational development to children enrolled in the Hillsborough County Head Start/Early Head Start program for a five (5) year term.

DUE DATE & TIME: November 21, 2025, 2:00 P.M. Eastern Time (our clock)

PRIMARY CONTACT: Dawn Dimina, Chief Buyer

BID SUBMISSION: The County will only accept bids submitted through its electronic bidding system (Euna Procurement). Bids that are submitted or delivered by non-electronic means (hard-copy paper), facsimile, electronic mail (e-mail), electronic file, or means other than through the County's electronic bidding system (Euna Procurement) will not be accepted or considered. Please visit our vendors webpage (hcfl.gov/vendors) for information regarding vendor registration, electronic bid submission, procurement opportunities, and other important resources.

TIMELINESS: To preserve the integrity of the competitive sealed bid process, bids submitted after the due date and time listed above, unless otherwise amended, cannot and will not be accepted. Please do not wait until the last minute, hour, or day to submit your bid, as you may encounter technical difficulties or issues that cannot be resolved before the due date and time.

When preparing to submit your bid, please read and follow all instructions regarding formatting and other details related to the form(s) to be used.

Again, please do not wait until it’s too late for assistance. We value and need your participation, so the last thing we want is for you to miss this opportunity.

QUESTIONS: ● Questions regarding technical difficulties or errors encountered while submitting proposals through Euna Procurement must be directed to Euna Procurement Support at 1-844-226-3862 or support.bonfire@eunasolutions.com.

IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING BID

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● Questions regarding the specifications or solicitation document must be directed to the primary contact listed above using the “messages” section in Euna Procurement for this particular procurement.

To be given consideration, such requests must be received no later than 14 calendar days after the date of Solicitation issuance in Euna Procurement, site visit, or pre-bid conference, whichever is later.

● Questions regarding vendor registration, training, or general questions must be directed to the Supplier Engagement Team at (813) 272-5790 or iSupplier@HCFL.gov.

CONE OF SILENCE: A Cone of Silence is in effect for this procurement; therefore, no bidder, interested party and/or their principals, officers, employees, attorneys, or agents shall communicate with County employees, the Hearing Master assigned to hear the applicable protest appeal and/or members of the Board of County Commissioners, including their aides and employees regarding this procurement and/or a related protest, except as otherwise provided in the Hillsborough County Procurement Protest Policy and Procedures Ordinance. The Cone of Silence does not prohibit a bidder from communicating with the Director of Procurement, staff in the Procurement Services Department, or the County’s attorney assigned to this procurement. Violating the Cone of Silence may disqualify the bidder from consideration for award. Please refer to the Instructions for complete details about the Cone of Silence.

PRE-BID CONFERENCE: A non-mandatory prebid conference will be held at 2:00PM Eastern Standard Time on October 27, 2025, VIRTUAL LOGIN. All interested parties are strongly encouraged to attend. The purpose of the prebid conference is to allow potential bidders an opportunity to present questions to staff and obtain clarification of the requirements contained in the solicitation. The County considers the conference to be critical to understanding the bid requirements.

INSURANCE: Insurance coverage is required for this procurement. Please see ITB-25- 00275 Insurance Requirements Attachment and Special Terms and Conditions.

SURETY (BONDS): Bid, performance, and/or payment surety is not required for this procurement.

E-VERIFY: The Department of Homeland Security's Image Program and E-Verify apply to this procurement. Please see General Terms and Conditions for complete details and requirements.

ITB No. ITB-25-00275 Page 3

1. SPECIFICATIONS

1.1. Scope

1.1.1 The Hillsborough County Head Start Department is seeking competitive sealed bids from qualified Contractor(s) of licensed childcare facilities to provide educational service programs and educational development to children enrolled in the Hillsborough County Head Start/Early Head Start program.

1.2. Applicable Publications and Terminology

The following publication(s) of the issue in effect on date of this solicitation, forms a part of this specification:

1.2.1 Child Care Laws and Regulations specified through the Florida Department of Children and Families https://www.myflfamilies.com/services/child-family/child-care/child-care-laws-and-requirements

1.2.2 State of Florida Child Care Licensing Office

https://www.myflfamilies.com/services/licensing/child-care-licensure

1.2.3 Head Start Performance Standards

Performance Standards Information Center | HeadStart.gov.

1.2.4 Florida Statues §§ 402.26-402.40

https://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&URL=0400- 0499/0402/0402ContentsIndex.html

1.2.5 Florida Administrative Code (F.A.C.) Chapter 65C-22

https://flrules.org/gateway/ChapterHome.asp?Chapter=65C-22

1.2.6 Hillsborough County Policies and Procedures

https://hcfl.gov/government/board-of-county-commissioners/board-of-county-commissioners-policies

1.2.7 42 U.S.C. §§12101-12213, the Americans with Disabilities Act of 1990 (ADA) https://uscode.house.gov/view.xhtml?path=/prelim@title42/chapter126&edition=prelim

1.2.8 42 U.S.C. §9843a https://uscode.house.gov/view.xhtml?req=(title:42%20section:9843a%20edition:prelim)

1.2.9 Florida Statues Chapter 435

https://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0400- 0499/0435/0435.html

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1.2.10 Hillsborough County Code of Ordinances and Laws, Chapter 28 https://library.municode.com/fl/hillsborough_county/codes/code_of_ordinances,_part_a

1.2.11 Head Start Act, Public Law (P.L) 110-134, 42 U.S.C. § 9801 et seq.

https://headstart.gov/policy/head-start-act

1.2.12 45 C.F.R. §§ 1301-1305, Head Start Performance Standards https://headstart.gov/policy/45-cfr-chap-xiii

1.3. Minimum Requirements

1.3.1 Contractor(s) shall be licensed and registered to conduct business in the State of Florida and Hillsborough County in accordance with all Child Care Laws and Regulations specified through the Florida Department of Children and Families.

1.3.2 Contractor(s) shall be fully licensed to operate a childcare facility and in good standing with the State of Florida Child Care Licensing Office. Childcare facilities operating under a probationary license shall not be considered. A copy of the current license shall be provided upon County request.

1.3.3 Demonstrate the ability to be compliant with all related Head Start Performance Standards.

1.3.4 The Childcare facility shall:

1.3.4.1 be in good condition, free from need of repair(s), free from health and safety hazards, clean, and free from vermin infestation.

1.3.4.2 have an available classroom with space that is not less than 750 square feet (SF), that will accommodate a minimum of 20 children per classroom for Head Start, and 8 children per classroom for Early Head Start, allowing for 35 SF of usable indoor play space per child, that is exclusive of toilets, closets, kitchens, hallways, etc.

1.3.4.3 have space for each group of children that shall be exclusive to that group and not shared by another group during the same time period and in compliance with Florida Statues §§ 402.26-402.40, F.A.C. Chapter 65C-22; Hillsborough County Head Start/Early Head Start Policies and Procedures; Hillsborough County Policies and Procedures and any other applicable laws or regulations.

1.3.4.4 provide for a minimum of 100 SF of usable outside playground space for each child.

1.3.4.5 have an outside play area to include age-appropriate playground equipment that is free from rust, clean, in good condition, free from need of repair(s), and free from health and safety hazards.

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1.3.4.6 have a minimum of 1,000 SF of usable, safe, and sanitary outdoor play area surrounded by a fence or wall a minimum of four (4) feet unless a pool, swimming pool, wading pool, ditches, retention pond, etc., in which case the fence or wall must be a minimum of five (5) feet tall.

1.3.4.7 be in compliance with 42 U.S.C. §§12101-12213, the Americans with Disabilities Act of 1990 (ADA).

1.3.4.8 have a minimum of two (2) handwash sinks per classroom. One (1) sink shall be located inside the classroom for children and the second (2) sink shall be located inside the bathroom. Bathrooms must be located inside the classroom and have a child size toilet.

1.3.4.9 shall provide a minimum of 150 square feet to accommodate adequate food service preparation area.

1.3.4.10 shall have a minimum of 150 square feet to accommodate office staff and an additional 150 square feet of space to accommodate the reception area.

1.3.4.11 shall have adequate parking to support two (2) parking spaces per classroom and three (3) additional parking spaces for administrative purposes.

1.3.5 Contractor(s) shall employ, and person(s) shall have:

1.3.5.1 Education supervisors, curriculum specialist and/or program directors with a minimum of a bachelor’s degree in early childhood education or a bachelor’s degree in related field with a minimum of 18 hours in Early Childhood Education courses from an accredited college or university. A State of Florida Director’s Credential and any other applicable law or regulation. A minimum of two (2) years of experience of being employed in an Early Childhood education setting.

1.3.5.2 Teacher (a minimum of one (1) for each Head Start classroom), A bachelor's degree or higher degree in related field with a minimum of 18 hours in Early Childhood Education courses from an accredited college or university;

should include 10 hours of developmentally appropriate practice certificate in preschool or infant toddler. 40 hours of childcare training (which should include 10 hours of developmentally appropriate practice certificate in preschool or infant toddler) as required by the State of Florida and Florida Administrative Code regarding training and credentials for childcare. A minimum of two (2) years of experience of being employed in an Early Childhood Education classroom setting.

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1.3.5.3 Teacher Aide or Assistant (required for each Head Start classroom), a minimum of a current Pre-School National Child Development Associate (CDA) as pursuant to 42 U.S.C. §9843a and the 40 hours childcare training and other applicable laws. An Associate’s or higher degree in any field.

1.3.5.4 Infant/toddler specialist (two (2) for each Early Head Start classrooms), shall meet current National Child Development Associate Credential (CDA) in an infant/toddler classroom setting as pursuant to 42 U.S.C. §9843a, an Associates or higher degree from an accredited college or university, 40 hours childcare training as required by the State of Florida and shall meet all the requirements of the Hillsborough County Code of Ordinances and Laws, Chapter 28, Section 171, and Florida Administrative Code regarding training and credentials.

1.3.6 Contractor(s) shall ensure criminal background screens, physicals, and other requirements below for all staff are met:

1.3.6.1 Supervisors and teachers assigned to any Head Start or Early Head Start classroom must comply with all background screening requirements of Florida Statues Chapter 435 and Hillsborough County Code of Ordinances and Laws, Chapter 28, Section 171.

1.3.6.2 All Head Start/Early Head Start staff shall complete Florida Statues Chapter 435, Level II background screening which includes federal, state, and local background screening clearance prior to the issuance of Standard Purchase Order (SPO). Proof of clearance of background screening shall be placed in each personnel file.

1.3.6.3 All costs for background screening are the responsibility of the Contractor(s). Staff shall also sign Affidavit of Good Moral Character and proof shall be included in the personnel file.

1.3.6.4 All Contractor(s) staff shall have a physical examination including a tuberculosis test completed within one (1) month prior to the start of the resulting contract and proof of examination and tuberculosis test shall be included in the personnel file.

1.3.6.4.1 Physical examination and tuberculosis test shall be repeated every two (2) years.

1.3.6.4.2 Cost of all required physical examination and tuberculosis tests shall not be compensable by the County and shall be the responsibility of the Contractor(s).

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1.3.6.5 Contractor(s) staff shall have current Pediatric First Aid and Cardiopulmonary Resuscitation certifications. The cost of the certifications shall be the responsibility of the Contractor(s).

1.3.7 Required Services to be provided by Contractor(s):

1.3.7.1 Implement a comprehensive development and educational services program, utilizing the curriculum and assessment tools specified and provided by the County, through the use of classroom and group socialization activities in accordance with the Head Start Act, P.L. 110-134, 42 U.S.C. § 9801 et seq., 45 C.F.R. §§ 1301-1305, Head Start performance Standards.

1.3.7.2 Comply with Head Start Act, P.L. 110-134, 42 U.S.C. §9801 et seq., 45 C.F.R. §§ 1301-1305, Head Start Performance Standards, Hillsborough County of Ordinances and Laws, Chapter 28, Section 171, Florida Statues §§ 402.26-402.40, F.A.C. Chapter 65C-22, Florida Statues Chapter 435, Hillsborough County Head Start/Early Head Start Policies and Procedure, Hillsborough County Policies and Procedures, and any other applicable law or regulation.

1.3.7.3 Educational Services – Contractor(s) shall:

1.3.7.3.1 Operate a full-day/full -year program, following the approved Head Start/Early Head calendar for the current program year. Example only as reference: 2025-2026 School year calendar (see Exhibit I).

1.3.7.3.2 Operate 7:00 AM until 5:30 PM, Eastern Standard Time, Monday through Friday.

1.3.7.3.3 Operate the same number of days of services as the

Hillsborough County School District.

1.3.7.3.4 Ensure that any deviation from the County program calendar must be requested in writing by Contractor(s) and include an alternative service date no later than three (3) months prior to the date requested.

The County, in its sole discretion, will review and provide written notification of approval of any deviation(s) requested.

1.3.7.3.5 Acknowledge that the number of days and hours of operation in a program year are subject to change dependent upon the Head Start program year.

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1.3.7.3.6 Ensure during all hours of operations that all classrooms have a minimum of two (2) paid staff members in the classroom, regardless of the number of children present.

1.3.7.3.7 Ensure children enrolled in the Head Start and/or Early Head Start program are the only children present in the Head Start and/or Early Head Start classroom during hours of operation.

1.3.7.3.8 Ensure classroom staff develops individualized and group lesson plans for all Head Start/Early Head Start children. Samples of format and procedures shall be provided by the County.

1.3.7.3.9 Ensure classroom staff makes a minimum of two (2) home visits and holds two (2) parent conferences with the family or primary guardian annually for each child enrolled in the Head Start/Early Head Start program.

1.3.7.4 Nutrition Services – Contractor shall:

1.3.7.4.1 Be enrolled in the United States Department of Agriculture (USDA) Child and Adult Care Food Program and abide by the standards set forth by the USDA at the time of bid submission and throughout the term of the resulting contract.

1.3.7.4.2 Provide each child with a healthy breakfast, lunch, and afternoon snack that meets the USDA requirements pursuant to 45 C.F.R.

§ 1302.44.

1.3.7.4.3 Ensure all meals served to the children are served family style and assigned classroom staff, including volunteers, sit and share the same meal served to the children in accordance with 45 C.F.R. 1302.31 (e) (2).

1.3.7.4.4 Ensure a Food Training and Sanitation Certificate shall be current at time of bid submission and throughout the term of the resulting contract. Post a copy of a current certificate and comply with all applicable federal, state, ad local food safety and sanitation laws.

1.3.7.4.5 Include health and nutrition education in the daily curriculum.

1.3.7.5 Health and Safety – Contractor(s) shall:

1.3.7.5.1 Ensure the health and safety of all children enrolled in the Head Start/Early Head Start program is a primary concern.

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1.3.7.5.2 Comply with all Head Start health and safety practices including but not limited to those stated in 45 C.F.R. § 1302.40-1302.47, as well as any other applicable laws, ordinances, rules, regulations and policies.

1.3.7.5.3 A copy of all State of Florida Child Care Licensing inspection report and a summary of current or recommended health and safety practices, shall be provided upon County request.

1.3.7.5.4 Immediately report all health and safety incidents occurring at the Contractor(s) 's center to designated County staff.

1.3.7.5.5 Acknowledge that a failure to report a health and/or safety incident, may result in a suspension or termination of this resulting Contract.

1.3.7.5.6 Acknowledge that the County, at its sole option, may issue a compliance plan to be completed by the Contractor(s) in lieu of suspension or termination.

1.3.7.6 Disability Diagnostic Services – Contractor(s) shall:

1.3.7.6.1 Participate in Child Study Team meetings for children enrolled at Contractor(s)'s center who have been identified and may require disability services. The Child Study Team may include the child's teacher, a Senior Case Manager, a Speech and Language Therapist, a psychologist, and the parent. The child study team shall meet when the child has been referred to the Local Education Agency (LEA) to discuss ways to assist the child in meeting developmental, social, emotional, and/or academic milestones.

1.3.7.7 Family Engagement Services – Contractor(s) shall:

1.3.7.7.1 Place significant emphasis on the involvement of parents and families enrolled in the Head Start/Early Head Start program.

1.3.7.7.2 Provide opportunities for parents to improve their anecdotal child observation skills and share observations with Contractor(s) staff to help plan learning experiences.

1.3.7.7.3 Engage in a process of collaborative partnership-building with parents to establish mutual trust and to identify family goals, strengths, and necessary services and other supports pursuant 45 C.F.R. § 1302.52.

1.3.7.7.4 Provide opportunities for parent involvement and education activities that are on-going and responsive to the needs of the parents.

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Activities include, but not limited to, parents’ participation in center activities and monthly parent meetings.

1.3.7.7.5 Recruit parents to volunteer to assist in the classroom, whenever possible.

1.3.7.7.6 Work closely with the County assigned Senior Case Manager to assure all enrolled families have access to the full range of Head Start/Early Head Start Services.

1.3.8 Contractor(s) responsibilities shall include:

1.3.8.1 Programmatic and Fiscal Reports and Record Keeping:

1.3.8.1.1 Submit a monthly Programmatic report to include a narrative and statistical progress report documenting the preceding month's accomplishments, revisions, non-compliance, internal monitoring and any other pertinent information relating to Head Start/Early Head Start activities no later than the 4th business day of each month.

1.3.8.1.2 No later than the 4th business day of each month, submit a Staff Credential Report documenting credentials that meet Head Start/Early Head Start requirements pursuant to 42 U.S.C. § 9843.

1.3.8.1.3 Submit an annual independent audit using Generally Accepted Accounting Principles (GAAP).

1.3.8.1.4 Hillsborough County Head Start Department reserves the right to request any information and or reports which may be required to ensure that resources are appropriately directed to facilitate a high-quality program thereby ensuring comprehensive services to the children and families we serve.

1.3.8.1.5 Submit other reports as deemed necessary by the County or any other applicable governmental or funding agency.

1.3.8.1.6 Fully document all Head Start/Early Head Start activities, to include, but not limited to, lesson plans, individual children's plans, parent meetings, teacher training, fiscal, current records of the children's attendance, menu, medical conditions (including appropriate consent forms), Head Start/ Early Head Start staff including employment applications, reference checks, all Level II Criminal Background Screening documents, all physical and tuberculosis tests, education credentials, training records and all other documents required by Head Start Act, P.L.

110-134, 42 U.S.C. § 9801 et. seq., 45 C.F.R. §§ 1301-1305, Head Start

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Performance Standards, Hillsborough County Code of Ordinances and Laws, Chapter 28, Section 171 Florida Statues §§ 402.26-402.40, F.A.C.

Chapter 65C-22, Florida Statue Chapter 435, Hillsborough County Head Start/Early Head Start Policies or Procedures, Hillsborough County Policies and Procedures, and any other applicable law or regulation.

1.3.8.1.6.1 Maintain all records in Contractor(s)’s childcare center for a period of six (6) years after the expiration or earlier termination of the resulting contract.

1.3.8.1.6.2 Upon the County's request, Contractor(s) shall make all records available for inspection by the County and any governmental authority or applicable funding agency.

1.3.8.1.7 Ensure that all documentation, records and reporting, professional ethics, integrity, and standards adhere to the Head Start Act and the Head Start Performance Standards.

1.3.8.1.8 Reports are to be submitted electronically to designated Head Start / Early Head Start personnel. Pre-determined report formats will be provided by the County and may be changed or updated periodically based on changes in performance standards, federal reporting requirements or internal monitoring needs.

1.3.8.2 Health Insurance Portability and Accountability Act 1996 (HIPAA): Provide space for confidential files to be kept locked on premises at all times when files are not being actively used. Provide separate areas for staff and children files.

Execute the County's Business Associate Agreement as required by federal HIPAA and Health Information Technology for Economic and Clinical Health (HITECH) laws. Maintain compliance with all federal HIPAA and HITECH laws, and state laws pertaining the services provided.

1.3.8.3 Communication and Meetings:

1.3.8.3.1 Provide staff to serve as liaison or representative to assure continuity in reporting and communication.

1.3.8.3.2 Attend all mandatory meetings, as requested by the County, including all monthly Early Childhood Education Partner meetings.

1.3.8.3.3 All incidents and accidents that threaten the health and safety of all Head Start children shall be immediately reported to designated County staff immediately by phone and in writing.

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1.3.8.3.3.1 All suspected cases of child abuse shall be reported to the County and the Florida Department of Children and Families Abuse Hotline at 1-800-995-8771.

1.3.8.3.4 Must immediately communicate to the County any compliance issue, complaint, action or other proceeding filed against it or otherwise relating to the Contractor(s) concerning the provision of services to any child.

1.3.8.3.5 Notice of Head Start/Early Head Start Services: Display a sign in its main entry area which identifies they are a provider of Hillsborough County Head Start/Early Head Start Services and acknowledge that Contractor(s) is funded through "Hillsborough County BOCC Head Start/Early Head Start" on all written correspondence.

1.3.8.4 Equipment and Supply Requirements:

1.3.8.4.1 Provide computers with Internet services which ensures efficient and effective access (Minimum of 20 x 20 Mega Bits per Second) and age-appropriate software in all Head Start/Early Head Start classrooms for student and teacher use.

1.3.8.4.2 Software shall, at a minimum, include Microsoft Office 365.

Contractor(s) may substitute these programs with newer versions throughout the contract period.

1.3.8.4.3 Minimum computer system requirements:

Operating System Most current Windows Operating System

Processor 3.2 GHz Intel or AMD (not Celeron or AMD Sempron)

Memory 16 GBs or better

Free Disk Space 500 MB of more

Monitor Resolution 1240×1024 or higher

Internet Connection Fiber, Cable, T1

1.3.8.4.4 Provide, maintain, and replenish as necessary all furniture equipment, supplies for each classroom. Minimum requirements for each are indicated in Exhibit II.

1.3.8.4.5 No items shall be requested from parents of children enrolled in the Head Start/Early Head Start Program.

1.3.8.4.6 Understand and agree that by law any property provided by the County shall remain the property of Hillsborough County Head

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Start/Early Head Start. Contractor(s) shall sign for all property provided by the County acknowledging receipt of the property. It is the responsibility of Contractor(s) to maintain, replenish these items, and to return the property back to the County at the expiration or termination of the resulting contract.

1.3.8.5 Method of Payment:

1.3.8.5.1 Compensation will be made by the County at a per week rate for the weeks that children are provided Head Start/Early Head Start services beginning from the receipt of a Standard Purchase Order (SPO) date to the end of the resulting contract term.

1.3.8.5.2 Contractor(s) will be paid for a full week, for all children whether present or absent due to no fault of the Contractor(s), including holidays designated on the Head Start/Early Head Start calendar for the program year, that fall within the same week services are provided to children. However, if the first week and/or the last week of the term of the resulting contract is not an entire week, payment shall be prorated by the County to the number of days in the week in which services were provided to children.

1.3.8.5.3 Contractor(s) will be paid a daily rate for each staff attendance at required training that falls outside of the time period during which children are provided services. Documentation of attendance and participation shall be required and included with the request for payment.

1.3.8.5.4 Contractor(s) will be issued separately numbered Standard Purchase Orders (SPO) for billing purposes covering each County fiscal period during the resulting contract term. Monthly invoices referencing the applicable Standard Purchase Order (SPO) number must be presented to the County Head Start Department Fiscal office by the 15th day of the month following the month in which services were rendered.

1.3.8.5.5 Contractor(s) shall submit a monthly Request for Payment form as identified in Exhibit III no later than the 15th of the following month.

Contractor(s) may submit an alternate Request for Payment form so long as the information on the alternate form includes the same information as Exhibit III and Board of County Commissioners and Head Start/Early Head Start Department has approved such form. The alternate Request for Payment form shall be sufficient to support payment under the County's accounting procedures. Any Request for Payment submitted

ITB No. ITB-25-00275 Page 14 shall include all documentation to support the request for payment including, but not limited to, Weekly Attendance Sheets and Monthly Sign In/Out Sheets to match the month of the Request of Payment.

1.3.8.5.6 Contractor(s) shall understand and agree that once a Head Start/Early Head Start child leaves the program, the space is reserved and becomes available for another Head Start/Early Head Start child on the Head Start/Early Head Start wait list. Contractor(s) will be paid by the County to keep the space available for the next Head Start/Early Head Start child placed by the County. It is the responsibility of the County to fill all Head Start/Early Head Start spaces in Contractor(s)'s location.

1.3.8.5.7 The County will not honor a late request for payment and will not be liable for non-payment of a late request.

1.3.8.5.8 Contractor(s) shall submit its Final Request for Payment Form, Program Performance Report Form, and any other required reports within 45 days of the termination or expiration of the resulting Contract.

1.3.8.5.9 The County and Contractor(s) agree that each is bound by the applicable provisions of the Florida Prompt Payment Act, Florida Statutes Sections 218.70 et seq., in connection with the resulting contract.

1.3.8.5.10 Payment calculation will be as follows: The estimated quantity for the weekly units represents the number of classroom weeks. One (1) Classroom x 48 weeks over a five (5) year contract period = 240 Classrooms weeks. Since the rate for Head Start is different from Early Head Start there are separate lines for Head Start and Early Head Start.

When the quoted price is entered the resulting amount is the price to operate one (1) classroom for the extended five (5) year contract period.

1.3.8.5.11 The estimated target quantity on the training lines represents the anticipated number of teacher training days over a five (5) year contract period. Assuming that there will be a maximum of 10 mandated training days per year, one (1) teacher x 10 training days per year x five

(5) years = 50 training days. When the quoted price is entered the resulting amount on the training lines the bidder will enter a daily rate for teacher training and a daily rate for assistant teacher training.

1.3.8.5.12 The Administration for Children & Families, Office of Head Start, may issue an annual Cost of Living Adjustment (COLA). This adjustment whenever issued will be administered as a COLA adjustment.

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1.3.9 Services that Head Start/Early Head Start Department will provide to support the Contractor(s)'s Head Start/Early Head Start Early Childhood Education program:

1.3.9.1 Mental Health Services: Pursuant to 45 C.F.R. §1302.45, all Head Start/Early Head Start programs are required to provide mental health services to enrolled children. These services shall be provided by the Division and shall include consultation and training with the teaching staff to include techniques for working with children who display behavior difficulties and providing assistance to the parents of enrolled children in accessing necessary community resources.

The department will coordinate with Contractor(s) to determine the necessary services.

1.3.9.2 Child Health, Dental, and Developmental Services: All Head Start/early Head Start programs are required to provide health screenings to all Heads Start/Early Head Start children pursuant to 45 C.F.R. §1302.42. Division staff shall provide screenings and follow-up services as well as assistance to Head Start/Early Head Start parents by providing information on health and dental screenings and follow-up services.

1.3.9.3 Eligibility, Recruitment, Selection, Enrollment, and Attendance (ERSEA):

The County's Head Start Department shall be responsible for determining eligibility recruitment, selection and enrollment for each child enrolled in Contractor(s)'s Head Start/ Early Head Start program pursuant to 45 C.F.R.

§1302.10-1302.16. If a vacancy occurs in Contractor's Head Start/Early Head Start classroom the Contractor shall notify the County's Head Start Department within one (1) business day of when the vacancy occurred. The County's Head Start Department shall fill the vacancy from the Department's wait list.

1.3.9.4 Training: The County's Head Start Department will provide training for all Contractor(s)'s Head Start/Early Head Start Education Supervisors, Curriculum Specialists, and/or Program Directors, and Teaching staff. Contractor(s) staff shall participate in all scheduled Head Start/Early Head Start training pursuant to 45 C.F.R. §1302.92. The County's Head Start Department shall specify Contractor(s)'s staff that must attend any specialized training once it is scheduled.

1.3.9.4.1 Training days will be identified in the Head Start Program Calendar. Any additional training days will be communicated to the Contractor in advance of training date.

1.3.9.4.2 All training, including Pre-Service and In-Service training, is mandatory. There are an estimated 10 days within a school year that will be required for mandatory training and planning.

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1.3.9.4.3 If the training day falls during a week when children are not provided services, the Contractor(s) shall be paid a daily rate for teaching staff in attendance at training. Documentation of attendance will be required. If the training day falls within a week where children are provided services, the regular weekly rate will apply.

1.3.9.4.4 The County’s Head Start Department will provide Health and Nutrition Education training for stall and families of the Contractor(s) Head Start/Early Head Start children pursuant to 45 C.F.R. §1302.52 and 45 C.F.R. §1302. 92.

1.3.9.4.5 The County's Head Start Department will provide technical assistance to Contractor(s) regarding the County owned curriculum and/or assessment programs.

1.3.9.5 Quality Assurance and Monitoring: The County's Head Start Department staff will monitor all successful Contractor(s)'s Head Start/Early Head Start facilities, services, and staff as well as Head Start/Early Head Start files including staff, children, and families to ensure compliance with all areas listed above to 45 C.F.R. §1302.102. Successful Contractor(s)'s performance will be continually measured through on-going monitoring reports submitted by Contractor(s)'s to the County's Head Start Department.

1.3.9.5.1 Performances will be measured through site visits by the County's Head Start Department Staff to determine if the Contractor(s) is delivering a high-quality and comprehensive Head Start/Early Head Start program.

1.3.9.5.2 Areas to be monitored include, but are not limited to, education, health and safety and nutrition. Depending on the circumstances, areas of concern or non-compliance identified during monitoring may be addressed through compliance plans. Compliance plans issued more than twice within one (1) month shall be considered a refusal and/or failure to perform any of the obligations of the resulting contract and shall constitute a material breach.

1.3.9.6 VPK Participation, and whenever feasible, the eligible children enrolled under the Head Start Program with the Contractor(s) will be enrolled in the VPK program as children enrolled with The Hillsborough County BOCC Head Start Program. Funding from this enrollment will be managed and administered at the discretion of the Hillsborough County BOCC Head Start Department.

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1.3.9.7 Site Visits: Prior to a recommendation of award, Head Start Department staff will conduct onsite visits for all responsive/responsible Bidders. The Head Start Department staff will be evaluating each location using a Center and Playground checklist to ensure the facility is able to meet the requirements outlined in this Invitation for Bid. The site visit shall include, but not limited to the following:

1.3.9.7.1 Confirmation that center location meets Head Start/Early Head Start Performance Standards and Hillsborough County Childcare facility and staff licensing requirements.

1.3.9.7.2 Outside facility checks to include playground space and equipment ADA compliance for the facility, landscaping is neat including proper coverage of mulch in the playground area, and outside of building is clean.

1.3.9.7.3 Inside facility check to include Head Start/Early Head Start Basic classroom equipment and Supply requirement.

1.3.9.7.4 Provide a safe and nurturing learning environment.

1.3.9.7.5 Meets the facilities standards as mandated by the office of Head Start and as listed in the specifications document.

1.3.9.7.6 Provide adequate and convenient parking, drop off and pick up for parents and children.

1.3.9.7.7 Verify that the location of the intended facilities is relative to the core service needs.

1.3.10 Services Area Zip Code Clusters – The required areas of service by clusters are driven by the zip code/zone groupings below.

1.3.10.1 Cluster One (1): Early Head Start (EHS) / 20 classrooms / maximum 8 children per room = 160 children (slots).

1.3.10.2 Cluster One (1): Head Start (HS) / 6 classrooms / maximum 20 children per room = 120 children (slots).

1.3.10.3 Cluster Two (2): Early Head Start (EHS) / 11 classrooms / maximum 8 children per room = 88 children (slots).

1.3.10.4 Cluster Two (2): Head Start (HS) / 6 classrooms / maximum 20 children per room = 120 children (slots).

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1.3.10.5 CLUSTER ONE (1)

Cluster one (1) Early Head Start (EHS) and Head Start (HS):

Zip Code/Zones

33509 33565 33617 33510 33566 33618 33527 33567 33624 33548 33584 33637 33549 33592 33647 33556 33604 33558 33610 33559 33612 33563 33613

1.3.10.6 CLUSTER TWO (2)

Cluster two (2) Early Head Start (EHS) and Head Start (HS):

Zip Code/Zones

33503 33579 33607 33626 33510 33586 33609 33629 33511 33594 33610 33634 33534 33595 33611 33635 33547 33596 33614 33659 33569 33598 33615 33675 33570 33601 33616 33677 33572 33602 33619 33573 33603 33621 33575 33605 33622 33578 33606 33625

1.4. Preparation for Delivery

Delivery of the goods and/or performance of the Services and/or Work must be no later than seven (7) Days after Contractor's receipt of a Purchase Order from the County. The Contractor shall be solely responsible for all freight charges. Offers that propose delivery timelines that do not fall within the aforementioned delivery time frame will be subject to rejection.

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2. SPECIAL TERMS AND CONDITIONS

2.1 Basis for Award (County’s Best Interest)

2.1.1 Award will be made to the lowest, responsive and responsible Bidder meeting Specifications. If this Solicitation Document contains more than one line item, the County reserves the right to award by line item, by group/section, or by overall total net Bid price, whichever is determined to be in the County’s best interest.

2.2 Contract Provisions for Contracts Funded In-Whole or In-Part by Federal Funds where the Contractor is a Non-Federal Entity

2.2.1 Access to Records and Work Site(s)

2.2.1.1 The Contractor agrees to provide the County, the person and/or entity that is the beneficiary of the commodities, Services or Work that is the subject of this Solicitation Document, the County Administrator, the Comptroller General of the United States, or any of their authorized representatives access to any books, documents, papers, and records of the Contractor which are directly pertinent to this Contract for the purposes of making audits, examinations, excerpts, and transcriptions.

2.2.1.2 The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed.

2.2.1.3 The Contractor agrees to provide the County Administrator or his/her authorized representatives access to construction or other work sites pertaining to the Work being completed under the Contract.

2.2.2 Byrd Anti-Lobbying Amendment, 31 U.S.C. ss 1352 (as amended)

2.2.2.1 This subsection shall only be applicable to contract awards of One Hundred Thousand Dollars ($100,000) or more.

2.2.2.2 For the purpose of this subsection, “U.S.C.” shall mean the Code of Laws of the United States of America/United States Code.

2.2.2.3 Contractors who apply or bid for an award of One Hundred Thousand Dollars ($100,000) or more shall file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant, or any other award covered by 31 U.S.C. ss 1352.

Each tier shall also disclose any lobbying with non-Federal funds that takes place

ITB No. ITB-25-00275 Page 20 in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the recipient.

2.2.3 Clean Air Act and the Federal Water Pollution Control Act

2.2.3.1 This subsection shall only be applicable to Contract awards in excess of One Hundred and Fifty Thousand Dollars ($150,000).

2.2.3.2 For the purpose of this subsection, "U.S.C." shall mean the Code of Laws of the United States of America/the United States Code.

2.2.3.3 For the purpose of this subsection, "FEMA" shall mean the Federal Emergency Management Agency.

2.2.3.4 Clean Air Act

2.2.3.4.1 The Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. section 7401 et seq.

2.2.3.4.2 The Contractor agrees to report each violation to Hillsborough County and understands and agrees that Hillsborough County will, in turn, report each violation as required to assure notification to the County Administrator, and the appropriate Environmental Protection Agency Regional Office.

2.2.3.4.3 The Contractor agrees to include these requirements in each subcontract exceeding one hundred and fifty thousand ($150,000) dollars financed in whole or in part with Federal assistance.

2.2.3.5 Federal Water Pollution Control Act

2.2.3.5.1 The Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et seq.

2.2.3.5.2 The Contractor agrees to report each violation to Hillsborough County and understands and agrees that Hillsborough County will, in turn, report each violation as required to assure notification to the County Administrator, and the appropriate Environmental Protection Agency Regional Office.

2.2.3.5.3 The Contractor agrees to include these requirements in each subcontract exceeding one hundred and fifty thousand ($150,000) dollars financed in whole or in part with Federal assistance.

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2.2.4 Compliance with Federal Law, Regulations, and Executive Orders

2.2.4.1 This subsection shall only be applicable if the Contract is funded in whole or in part by FEMA.

2.2.4.2 Contractor acknowledges and understands that FEMA financial assistance will be used to fund the Contract. Accordingly, the Contractor agrees that it shall comply with all applicable federal laws, regulations, executive orders, and FEMA policies, procedures and directives in its performance under the Contract.

2.2.5 Contract Work Hours and Safety Standards Act

2.2.5.1 This subsection shall only be applicable to contract awards in excess of One Hundred Thousand Dollars ($100,000) that involve the employment of mechanics and/or laborers.

2.2.5.2 Overtime Requirements. No Contractor or Subcontractor contracting for any part of the Contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such Work to work in excess of forty

(40) hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than (1 ½) one and one-half times the basic rate of pay for all hours worked in excess of forty (40) hours in such workweek.

2.2.5.3 Violation; Liability for Unpaid Wages; Liquidated Damages. In the event of any violation of the clause set forth in the “Overtime Requirements” paragraph of this subsection, the Contractor and any Subcontractor responsible therefor shall be liable for the unpaid wages. In addition, such Contractor and Subcontractor shall be liable to the United States (in the case of work done under contract for the District of Columbia or a territory, to such District or to such territory), for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in the “Overtime Requirements” paragraph of this subsection, in the sum of ten ($10) dollars for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty (40) hours without payment of the overtime wages required by the clause set forth in the “Overtime Requirements” paragraph of this subsection.

2.2.5.4 Withholding for Unpaid Wages and Liquidated Damages. The Federal agency providing funding for the commodities, Services and/or Work that is the subject of this Solicitation Document and/or the County shall, upon its own action, or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld, from monies payable on

ITB No. ITB-25-00275 Page 22 account of Work performed by the Contractor or Subcontractor under any such contract or any other Federal contract with the same prime contractor, or any other Federally -assisted contract subject to the Contract Work Hours and Safety Standards Act, which is held by the same prime contractor, such sums as may be determined to the necessary to satisfy any liabilities of such Contractor or Subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in the “Violation; Liability for Unpaid Wages; Liquidated Damages” paragraph of this subsection.

2.2.5.5 Subcontracts. The Contractor or Subcontractor shall insert in any subcontracts the clauses set forth in the “Overtime Requirements,” “Violation;

Liability for Unpaid Wages; Liquidated Damages,” “Withholding for Unpaid Wages and Liquidated Damages,” through “Subcontracts” paragraphs of this subsection and also a clause requiring the Subcontractors to include these clauses in any lower tier subcontracts. The prime Contractor shall be responsible for compliance by any Subcontractor or lower tier Subcontractor with the clauses set forth in the “Overtime Requirements,” “Violation; Liability for Unpaid Wages;

Liquidated Damages,” “Withholding for Unpaid Wages and Liquidated Damages,” through “Subcontracts” paragraphs of this subsection.

2.2.6 Copeland “Anti-Kickback” Act

2.2.6.1 Contractor. The Contractor shall comply with 18 U.S.C. section 874, 40 U.S.C. ss 3145, and the requirements of 29 C.F.R. pt. 3 as may be applicable, which are incorporated by reference into this contract.

2.2.6.2 Subcontracts. The Contractor or subcontractor shall insert in any subcontracts the clause above, and such other clauses as the FEMA may by appropriate instructions require, and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for the compliance by any subcontractor or lower tier subcontractor with all of these contract clauses.

2.2.6.3 Breach. A breach of the contract clauses above may be grounds for termination of the contract, and for debarment as a contractor and subcontractor as provided in 29 C.F.R. subsection 5.12.

2.2.7 Davis-Bacon Act

2.2.7.1 This subsection shall only be applicable if the resulting Contract related to this Solicitation Document involves one or more of the following programs:

Emergency Management Preparedness Grant Program, Homeland Security Grant Program, Non-Profit Security Grant Program, Tribal Homeland Security Grant Program, Port Security Grant Program and the Transit Security Grant Program.

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This subsection shall not apply to other FEMA grant and cooperative agreement programs, including the Public Assistance Program.

2.2.7.2 The Contractor shall comply with the Davis-Bacon Act (40 U.S.C. sections 3141-3144 and 3146-3148) as supplemented by Department of Labor regulations at 29 C.F.R. Part 5.

2.2.8 Debarment and Suspension

2.2.8.1 For the purpose of this subsection, “C.F.R.” shall mean the United States Code of Federal Regulations.

2.2.8.2 For the purpose of this clause, “Subrecipient” shall mean a non-Federal entity that receives a sub-award from the County to provide the commodities, Services and/or Work that is the subject of this Solicitation Document.

2.2.8.3 This Contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt. 3000. As such the Contractor is required to verify that none of the Contractor, its principals (defined at 2 C.F.R. ss 180.995), or its affiliates (defined at 2 C.F.R. ss 180.905) are excluded (defined at 2 C.F.R. ss 180.940) or disqualified (defined at 2 C.F.R. ss 180.935) from participating in Federal assistance programs and activities.

2.2.8.4 The Contractor must comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R.

pt. 3000, subpart C and must include a requirement to comply with these regulation in any lower tier covered transaction in enters into.

2.2.8.5 This certification is a material representation of fact relied upon by the Subrecipient. If it is later determined that the Contractor did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt.