26-63-SPS RFP Manual - Lease at CMS for Youth Outreach.pdf

City of Salem, Massachusetts

Request for Proposals

27-63-SPS

Lease of Space at Collins Middle School for Youth Outreach

May 13, 2026

PROPOSALS DUE:

June 16, 2026 at 11:00AM

Late Proposals Will Be Rejected

DELIVER TO COMPLETED SUBMISSIONS TO:

Purchasing Department Attn: Anthony Delaney

93 Washington Street, Salem, MA 01970

(978) 619-5695 adelaney@salem.com

Request for Proposals 26-63-SPS

COVER SHEET

CONTACT INFORMATION

Proposer:

Contact Individual:

Address:

Phone:

Alternate Phone:

Email Address: Social Security/Federal Tax Identification #:

Authorized Signature:_______________________________________

PROPOSERS’S CHECKLIST

❒ Sealed Non-price Proposal o Completed Cover Sheet o Certificate of Non-Collusion o Tax Compliance Form o Certificate of Corporate Bidders o Responses to Minimum Requirements and Proposal Content Requirements in Section III

❒ Sealed Price Proposal o Price Proposal From

❒ Acknowledgment of Addenda, if applicable:________________ (List addenda # being acknowledged.)

CERTIFICATE OF NON-COLLUSION

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

(Signature of authorized individual submitting the bid or proposal)

(Name of Business)

TAX COMPLIANCE CERTIFICATION

Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

(Signature of authorized individual submitting the bid or proposal)

(Name of Business)

(Federal Tax ID Number/Social Security Number)

CERTIFICATE AS TO CORPORATE BIDDER

I, _______________________________ certify that I am the _____________________ of the corporation named as Bidder in the Bid included herein, that _________________, who signed said Bid on behalf of the Bidder was then ________________________ of said corporation, that I know his signature, that his signature thereon is genuine and that said Bid was duly signed, sealed and executed for and in behalf of said corporation by authority of its governing body.

(Corporate Seal) (Secretary-Clerk)

Dated: _______________________

PRICE PROPOSAL FORM

Proposer agrees to pay the City of Salem the following total amounts, paid in monthly increments:

MONTHLY PAYMENTS YEAR 1 $ ____________________________ _______________________________ (figures) (written)

MONTHLY PAYMENTS YEAR 2 $____________________________ ________________________________ (figures) (written)

MONTHLY PAYMENTS YEAR 3 $__________________________ ________________________________ (figures) (written)

MONTHLY PAYMENTS (OPTIONAL) YEAR 4 $__________________ _________________________________ (figures) (written)

MONTHLY PAYMENTS (OPTIONAL) YEAR 5 $___________________________

TOTAL (Years 1-5) $ _____________________ ____________________________________

TOTAL PAYMENTS YEAR 1 $ ___________________________________________________

TOTAL PAYMENTS YEAR 2 $ ___________________________________________________

(figures) (written)

TOTAL PAYMENTS YEAR 3 $ ___________________________________________________

(figures) (written)

TOTAL PAYMENTS (OPTIONAL) YEAR 4 $ ____________________________________________________ (figures) (written

TOTAL PAYMENTS (OPTIONAL) YEAR 5 $ ____________________________________________________

SIGNATURE OF AUTHORIZED REPRESENTATIVE

NAME (PRINTED)

DATE

I. GENERAL INFORMATION

A. Introduction The City of Salem is offering space for lease at Collins Middle School, 29 Highland Avenue, for the purpose of a nonprofit youth serving program. The program may include a drop-in center for youth, as well as afterschool, vacation, and summer programming.

The City will only accept and review written proposals. The written proposals should include a detailed description of the proposed use of the space. Any lease holder will be required to undertake all renovations necessary to suit the building for the proposed use.

Proposals submitted pursuant to this Request for Proposals (RFP) must be in compliance with the provisions of this RFP and subject to any addenda issued by the City of Salem.

A proposal conforming to this Request for Proposals, and meeting the minimum proposal requirements, is an acceptable proposal. It is the intention of the City to select the proposal most advantageous, taking into consideration the relative merits of each proposal, and lease payments.

B. Contract Term The City of Salem is seeking an initial 3-year lease, with an option to renew for 2 additional years in one-year increments. Such a lease will commence on July 1, 2026 or as otherwise mutually agreed between the City and Selected Proposer.

C. Rent The minimum price for rent at Collins Middle School is $2,200/mo. Rent is to be paid by the first day of each month and sent to the School Business Office, 29 Highland Avenue, Salem, Massachusetts, 01970.

D. Location and Building Description The offered facility is located at Collins Middle School, 29 Highland Avenue, and consists of nine thousand, eight hundred fifty-six square feet (9,856 sq. ft.) of space in rooms 401, 402, 403, 404, 405, 409, 438, and 439 as well as two (2) gang-style restrooms measuring. Lessor will also have non-exclusive access to the school's cafeteria, gymnasium and Bertram Field while school is not in session. Use of facilities will be negotiated with district and school staff.

Janitorial services Trash and recycling pickup, bathroom supplies, and cleaning services are offered at the facility, and are assessed as a separate $100 per month janitorial fee.

E. Approval Any contract that may result from this Request for Proposals is subject to the approval of the Mayor and/or City Council of the City of Salem.

F. Time for Award Any contract resulting from the Request for proposals will be awarded within sixty (60) days after the Proposal due date. The time for award may be extended upon mutual agreement.

G. Questions, Changes and Modifications Questions concerning this Request for Proposals must be submitted in writing to: Anthony Delaney, Chief Procurement Officer at adelaney@salem.com at least five (5) days prior to the due date.

Written responses will be mailed to all proposers on record as having accessed the Request for Proposals.

mailto:adelaney@salem.com

If any changes are made to this Request for Proposals, addenda will be issued. Addenda will be mailed to all proposers on record as having accessed the Request for Proposals.

A proposer may correct, modify, or withdraw a proposal by written notice received by the City of Salem prior to the time and date set for the proposal opening. Modifications must be submitted in a sealed envelope clearly labeled "Modification No.__" to the address listed in part A, section II of this RFP. Each modification must be numbered in sequence and must reference the original Request for Proposals.

After the proposal opening, a proposer may not change any provision of the proposal in a manner prejudicial to the interests of the City or fair competition. Minor informalities will be waived, or the proposer will be allowed to correct them. If a mistake and the intended proposal are clearly evident on the face of the proposal document, the mistake will be corrected to reflect the intended correct proposal, and the bidder will be notified in writing. The proposer may not withdraw the proposal. A proposer may withdraw a bid if a mistake is clearly evident on the face of the proposal document, but the intended correct proposal is not similarly evident.

H. Right to Cancel/Reject Proposals The City of Salem may cancel this Request for Proposals or reject in whole or in part any and all proposals, if the City of Salem determines that cancellation or rejection serves the best interests of the City of Salem.

I. Site Visit A pre-proposal meeting and site visit will take place on June 6, 2026 at 11:00 am at 29 Highland Avenue, Salem

MA 01970.

II. PROPOSAL SUBMISSION INSTRUCTIONS & REQUIREMENTS

A. All proposers must submit one (1) original Non-Price Proposal and one (1) original Price Proposal. The Price and Non-Price Proposals must be separately sealed. All proposals must be submitted to:

Address: City of Salem

Purchasing Department 93 Washington Street Salem, MA 01970 Attn: Anthony Delaney

Office Hours: Monday-Wednesday: 8:00 AM to 4:00 PM

Thursday: 8:00 AM to 7:00 PM Friday: 8:00 AM to 12:00 PM

B. All proposals must be submitted by: 11:00 AM, June 16, 2026

C. All proposals must be marked as follows: Price /Non-Price Proposal

RFP 26-63-SPS

D. Unforeseen Office Closures If, at the time of the scheduled bid opening, 93 Washington Street, Salem, MA 01970, is closed due to uncontrolled events such as fire, snow, ice, wind, or building evacuation, the bid opening will be postponed until 11:00 AM on the next normal business day. Bids will be accepted until that date and time.

E. Signatures A proposal must be signed by the authorized officer of the organization.

F. Certificate of Non-Collusion

All proposals must include a signed non-collusion form, certifying that the bid was made in good faith and without collusion or fraud. See “Certificate of Non-Collusion” form attached.

III. PROPOSAL CONTENT REQUIREMENTS

A. Proposer must submit the names and resumes of any individual who will be working in a management capacity of the proposed organization.

B. Proposer must submit (1) an organization description including: a full description of the proposed use and what services will be provided, (2) proposed dates and hours of operation.

C. Proposers who will be operating multiple program sites simultaneously, must describe a plan to ensure that the proposed establishment will be adequately managed and staffed.

D. Proposers must describe how they are a youth serving agencies that offer after school programming Monday- Friday, vacation programs, and summer options are preferred.

E. Proposer must describe safety protocols that include supervising students as soon as they enter the building.

F. Proposer must describe their policies for safety protocols, including ensuring all staff display identification for staff while in the building.

G. Proposer must give Salem Children priority enrollment and placement.

H. Proposer must agree to hold up to two emergency slots for students in transition.

I. Proposer must agree to provide enrollment numbers of students upon request.

J. Proposer must describe how they promote inclusive, culturally and linguistically responsive practices.

IV. MINIMUM REQUIREMENTS

A. The Proposer must commit to furnish evidence of $1 million property and casualty insurance naming the City of Salem as the insured.

B. Minimum three (3) years experience operating a similar organization

Elizabeth Pauley @adelaney@salem.com do we need this?

Elizabeth Pauley @adelaney@salem.com Is this right?

V. COMPARATIVE CRITERIA

A. Experience in operating, managing and maintaining the proposed organization.

Highly Advantageous: More than five (5) years

Advantageous: Between two (2) and five (5) years

Not Advantageous: Less than two (2) years

B. Payment of Rent

Highly Advantageous: Proposed rent exceeds minimum rent requirement.

Advantageous: Proposed rent meets minimum rent requirement.

Not Advantageous: Proposed rent is less than minimum rent requirement.

C. Safety

Highly Advantageous: Consistent and substantial student supervision including all common areas such as hallways, classrooms, stairwells and entrance and exits. Demonstrated evidence of safety protocols including collaboration with public safety entities.

Advantageous: Clear safety protocols and adequate student supervision in the classrooms, bathrooms, and common areas. Some evidence of collaboration with public safety entities.

Not Advantageous: No safety protocols in place.

D. Track record of providing access to programming for students with financial barriers:

Highly Advantageous Has multiple options for financial assistance beyond state funded vouchers and families are regularly accessing them.

Advantageous: Has some financial aid available and families are periodically accessing them.

Not Advantageous: Has no financial support other than state funded vouchers.

E. Track record of serving students with disabilities:

Highly Advantageous: Has made programmatic, structural and staffing shifts to include and support students with disabilities.

Advantageous: Has regularly collaborated with families and schools to understand individual student needs (with appropriate permissions).

Not Advantageous: Has made little or no intentional effort to support students with disabilitie.s

F. Track record of serving students with behavior challenges:

Highly Advantageous: Has made programmatic, structural and staffing shifts to include and support students with behavioral challenges.

Advantageous: Has regularly collaborated with families and schools to understand individual student needs (with appropriate permissions).

Not Advantageous: Has made little or no intentional effort to support students with behavioral challenges.

G. Track record of serving students who are Multilingual Learners (MLs):

Highly Advantageous: Has provided programmatic SEI strategies and staffing and outreach strategies to support and engage MLs

Not Advantageous: Has made little or no intentional effort to support or engage MLs

Advantageous: Has taken steps to support and engage MLs by developing programmatic or staffing or outreach support strategies

H. Quality of youth development/social emotional wellness programming:

Highly Advantageous: Has a research-based program to support healthy youth development/social emotional wellness goals that includes an evaluation tool and professional development plan based on evaluation data

Advantageous: Has a research-based program to support healthy youth development/social emotional wellness goals and includes an evaluation tool.

Not Advantageous: Has a research-based program to support healthy youth development/social emotional wellness goals.

I. Quality of communication systems:

Highly Advantageous: Includes a communications plan that has been implemented in other sites. References attest to a history of communication & collaboration

Advantageous: A standard operating procedure for communications.

Not Advantageous: No reference to a communications plan and protocols.

V. RULE FOR AWARD AND EVALUATION OF PROPOSALS

The City of Salem will award the contract, if any, to the proposer submitting the most advantageous proposal, taking into consideration the comparative criteria included in the Request for Proposals as well as the Price Proposal.

Following the deadline for receipt of proposals, the Chief Procurement Officer will open the Non-price proposals and prepare a register of proposals submitted. The Non-price proposals will be evaluated by an evaluation committee based on the Minimum Requirements and Comparative Criteria contained in this Request for Proposals. The evaluation committee shall notify the Chief Procurement Officer which proposal was deemed most advantageous. The Chief Procurement Officer will then open and evaluate the price proposals and award the contract to the most advantageous proposal taking into account the evaluation committee’s assessment, the stated evaluation criteria and price.

VI. TERMS AND CONDITIONS

A. Term of Lease The term of the lease shall be 3 years with an option to renew for two (2) one-year terms. The initial lease shall commence in July 2026 or as otherwise mutually agreed.

B. Payment of Rent & Taxes Payment shall be made in full each month as outlined in Section I, Part B of this RPF on or before the fifth day of the month. Payments should be made payable to the Salem Public Schools, 29 Highland Avenue, Salem, MA 01970.

If rent is not received by the 30th of each month, there shall be an additional late penalty of $50.00/week for each week rent is past due.

C. Compliance with Applicable Laws The lease shall be governed by and construed in accordance with the laws of the Commonwealth of Massachusetts. The proposal must comply with all Federal, State, and municipal laws, ordinances, rules, codes, and/or regulations. Operational hours must be consistent with those submitted and approved during permitting.

D. Assignment of Lease The successful proposer is prohibited from assigning, transferring, conveying, subletting, or otherwise disposing of this agreement or its rights, title or interest therein or its power to execute such agreement to any other person, company or corporation without prior written consent and approval by the City of Salem.

E. Ownership of Information All information acquired by the Proposer from the municipality or from others at the expense of the municipality in the performance of the agreement shall be and remain the property of the municipality. All records, data files, computer records, work sheets, photograph negatives, deliverable products complete and incomplete, and all other types of information prepared or acquired by the Proposer for delivery to the municipality shall be and remain the property of the municipality.

The Proposer agrees that he will use this information only as required in the performance of this agreement and will not, before or after the completion of this agreement, otherwise use said information, nor copy, nor reproduce the same in any form, except pursuant to the sole written instructions of the City. The Proposer further agrees to return said information in whatever form it is maintained by the Proposer.

F. Liability The Proposer agrees to indemnify, save harmless, and defend the City, its agents, and its employees from and against any and all liabilities, claims, penalties, forfeitures, suits, and the costs and expenses incident thereto (including costs of defense, settlement, and reasonable attorney’s fees), which it may hereafter incur, become responsible for, or pay out as a result of death or bodily injuries to any person, destruction or damage to any property, contamination of or adverse effects on the environment, or any violation of governmental laws, regulation, or orders caused, in whole or in part, by the Proposer's employees, or its agents or servants, in the performance of this contract.

G. Workers Compensation Insurance The Proposer shall comply with State law, known as the Workmen’s Compensation Act, and shall pay into the State Insurance Fund necessary premiums required by the Act to cover all employees working under the control of the Proposer and shall relieve the City from all costs due to accidents or other liabilities mentioned in said Act.

Proposer shall also furnish at the time of delivery of the contract, and at such other times as may be requested, the official certificate of receipt showing that the payments hereinbefore referred to, have been made.

H. Access to Records In addition to terms stated elsewhere in the RFP, the City of Salem or any of its duly authorized representatives shall have access, upon demand, to any books, documents, papers, and records of the successful Proposer which are directly pertinent to this agreement, for the purposes of making an audit examinations, excerpts, and transcriptions.

I. Lease Agreement The lease agreement shall be finalized upon awarding of the contract.

SAMPLE LEASE AGREEMENT

City of Salem RFP

Lease of Space

This LEASE made the of in the year of , between the City of Salem (hereinafter Landlord), and of , (hereinafter Tenant.)

WITNESSETH, that in consideration of covenants herein reserved and contained on the part of the Tenant to be performed and observed, the Landlord does hereby demise and lease unto the Tenant the following described premises:

Rental of for purposes of . All services provided by the Tenant shall be in accordance with City of Salem RFP No. and in accordance with the Tenant’s proposal submitted in response to the RFP.

All such documents are included as part of this lease agreement by way of reference.

TERM

TO HAVE AND TO HOLD the premises demised unto the Tenant, for the term of , beginning with and terminating on .

RENT

The Tenant shall pay rent in the amount of per month payable at the . This will equate to on a yearly basis.

USE OF PREMISES

The premises are to be used for the following described purposes: for conducting programs and for no other purpose whatsoever without the prior written consent of the Landlord.

The premises are available for usage following the Salem Public Schools calendar. The building will be closed on regularly scheduled school holidays and vacations, and in the case of emergency school closings, including “snow days”.

Notwithstanding the above paragraph, with prior approval of the landlord, the premises may be used during the February and April school vacation periods. Additional costs to keep the premises open beyond normal vacation operating hours shall be paid by the tenant.

At the commencement of the term, the Tenant shall accept the building, improvements, and any equipment on or in the leased premises, in the existing condition. No representation, statement, or warranty, expressed, and or implied, has been made by or on behalf of the Landlord as to such condition.

Additional costs to clean and prepare the rooms shall be paid by the Tenant.

Additional costs to bring Phone, Internet access beyond what is currently provided shall be paid by the tenant.

The Tenant may use and occupy the leased property only for those purposes approved in writing by the landlord.

INDEMNIFICATION

The Tenant shall at all times relieve, indemnify, protect and save harmless the Landlord and the City of Salem, and each of its boards, officers and employees, from any and all claims and liability for death of an injury to persons or damage to property that may arise from or be caused by the operation, maintenance or occupation of the aforesaid premises by the Tenant under the provisions of this lease or by the negligence of the Tenant, its agents, officers of employees.

SIGNAGE

The Landlord has not conveyed to the Tenant any rights in or to the outer side of the outside walls of the building of which the leased property forms a part. The Tenant shall not display or erect any lettering, sign, advertisement, awning, or projection in or on the leased property or in or on the building of which it forms a part, or make any alteration, decoration, addition, or improvement in or to the leased property, or in or to the building of which it forms a part, without the prior written consent of the Landlord.

REPAIRS

The Tenant shall at its own expense, make all necessary repairs and replacements to the leased property and furniture.

Such replacements and repairs shall be made promptly as and when necessary, and shall be in quality and class at least equal to the original work. On default of the Tenant in making such repairs or replacements for the Tenant’s account, and the expense thereof shall constitute and be collectible as additional rent.

SUBLETTING

The Tenant shall not have the right to assign, transfer or sublease in whole or in part the herein demised premises without prior authorization in writing from the landlord. In an instance of a Tenant closing their business the lease will be returned to the Landlord, and the Tenant shall at all times remain primarily liable for the payment of rent and performance of all terms under this lease.

The Tenant agrees to remain subject to all regulations promulgated, or which may be promulgated by the Landlord with regard to the Area of which the demised premises is a part.

MAINTENANCE

The Tenant agrees that said premises shall at all times be maintained in a clean, wholesome, sanitary and slightly condition, and no debris, nor any offensive or refuse matter, nor any material detrimental to the public health or causing an unsightly condition, shall ever be permitted to be or remain thereon and the Tenant shall prevent any such matter or material from being produced, or from being or accumulating, upon said premises.

Any business activity outside of the building shall be explicitly approved by the Landlord and must not be placed outside the area designated by the Landlord.

INSURANCE

The Tenant shall present a certificate of liability insurance in the amount of One Million Dollars ($1,000,000), which shall protect the Landlord, the City, and its boards, officers, and employees against any claims of liability for injury, death or damage to property which arises from the operation, maintenance, or occupation of the premises. Further:

General- The Vendor shall before commencing performance of the Contract be responsible for providing and maintaining insurance coverage in force for the life of the Contract of the kind and in adequate amounts to secure all of the obligations under the Contract and with insurance companies licensed to write insurance in the Commonwealth of Massachusetts. All such insurance carried shall not be less than the kinds and amounts designated herein, and the Vendor agrees that the stipulation herein of the kinds and limits of coverage shall in no way limit the liability of the Vendor to any such kinds and amounts of insurance coverage. All policies issued shall indemnify and save harmless the City of Salem, its agents and employees from any and all claims for damages to persons or property as may rise out of the performance of this Contract.

Vendor’s Comprehensive General Public Liability and Property Damage Liability Insurance - The Vendor shall carry Comprehensive General Liability Insurance providing for a limit of not less than One Million Dollars ($1,000,000.00) for all damages arising out of bodily injury to or death of one person, and subject to that limit for each person, a total limit of not less than Two Million Dollars ($2,000,000.00) for all damages arising out of bodily injuries or death of two or more persons in any one accident; and Vendor’s Comprehensive Property Damage Liability Insurance providing for a limit of not less than One Million Dollars ($1,000,000.00) for all damages arising out of injury to or destruction of property in any one accident, and subject to that limit per accident, a total (or aggregate) limit or not less than Two Million Dollars ($2,000,000.00) for all damages arising out of injury to or destruction of property during the policy period.

Comprehensive Automotive and Property Damage Insurance - The Vendor shall carry Automobile Insurance covering all owned vehicles, hired vehicles or non-owned vehicles under the control of the Vendor while performing work under the Contract in the amount of not less than One Million Dollars ($1,000,000.00) for all damages arising out of bodily injuries to or death of one person and subject to that limit for each person, a total of not less than Two Million Dollars ($2,000,000.00) for all damages arising out of bodily injuries to or death of two or more persons in any one accident; and Property Damage coverage in the amount of not less than One Million Dollars ($1,000,000.00) for all damages to or destruction of property.

The Vendor must carry Workman’s Compensation Insurance in the amounts prescribed under Massachusetts State Law and meet all other City and State Laws and Regulations.

No cancellation(s) of such insurance, whether by the insurer or by the insured party shall be valid unless written notice thereof is given by the parties proposing cancellation to the other party and to the City of Salem at least fifteen (15) days prior to the intended effective date thereof, which date shall be expressed in said notice, which shall be sent by registered mail, return receipt requested. These provisions shall apply to the legal representative(s), trustee in bankruptcy, receiver, assignee, trustee, and successor(s) in interest of the Vendor.

All insurance coverage shall be at the sole expense of the Vendor and shall be placed with such company as may be acceptable to the City of Salem and shall constitute a material part of the contract documents.

The City of Salem shall be named as Additional Insured on the above stated policies and a Waiver of Subrogation shall be provided for on the General Liability policy in favor of the City of Salem.

Failure to provide written proof to City and continue in force such insurance as aforesaid shall be deemed a material breach of the contract, and may constitute sufficient grounds for immediate termination of the same.

TERMINATION

The Landlord shall have the right to terminate, with a 60 (Sixty) day notice in writing, the lease, if any terms of such lease have been breached by the Tenant. No Tenant shall have the right to assign, sublease, or transfer his or her lease without the approval of the Landlord. If a tenant shall close their business the lease shall revert back to the Landlord.

IN WITNESS WHEREOF, the parties hereto set their hands and seals in duplicate the day and year first above written.

CITY OF SALEM: TENANT: