3-PCSD RFP 052726 Residential Treatment for Special Education.pdf

Park City School District Residential Treatment

SOLICITATION #052726

Request for Proposal (RFP)

Residential Treatment for Special Education

RESPONSES ARE DUE PRIOR TO:

DATE 05/27/26

2:00 PM MDT

RESPONSES MUST BE SUBMITTED VIA THE PUBLIC BONFIRE WEBSITE BY THE DUE DATE:

https://utah.bonfirehub.com

⮚ All questions must be submitted and will be answered through the Bonfire website’s question portal. For help submitting questions, or to create a free account for the Utah Public Procurement Place, contact Bonfire Vendor Support: support@gobonfire.com. Bonfire Support Team is available Monday - Friday from 8am - 8pm Eastern Time.

⮚ It is the Offerors responsibility to upload any and all documents in responding to the solicitation. If the Offeror fails to upload a document, uploads an incorrect document, uploads a blank document, or uploads any document incorrectly, the District may not allow the Offeror to make changes following the closing of the solicitation.

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

Park City School District is currently soliciting bids from interested parties for residential treatment.

BACKGROUND

Park City School District is a small, rural school district that serves fewer than 450 students who qualify for special education services under the Individuals with Disabilities Education Act (IDEA, 2004). Park City School District is committed to ensuring that every student receives a free appropriate public education (FAPE) in the least restrictive environment (LRE).

Our limited enrollment and geographic isolation make it difficult to independently provide the full continuum of alternative placements required under 34 C.F.R. § 300.115. While larger districts may have the capacity to sustain specialized programs and settings in-house, these options are not always feasible for us to operate.

As a result, we rely on partnerships, regional supports, and outside resources to ensure that students with disabilities have meaningful access to the full range of services and placements they need in order to receive a free appropriate public education (FAPE).

PROJECT REPRESENTATIVE

The District representative on this project will be Randy Upton. All questions will be answered through the Bonfire website (https://utah.bonfirehub.com). Offerors are prohibited from communications regarding this RFP with the conducting District staff, evaluation committee members, or other associated individuals EXCEPT the Project Representative overseeing this

RFP.

CONTRACT

The contract(s) resulting from this RFP will be 1 year, with an option to renew for up to 4 additional years. The District reserves the right to cancel the contract with 30 days written notice.

The District reserves the right to review contract(s) on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

PROPOSAL EVALUATION CRITERIA

The committee will evaluate Offeror’s proposals against the weighted criteria in the Evaluation Score Sheet, Attachment C. Each area of the evaluation criteria must be addressed in detail in the proposal. Offerors must demonstrate the ability to meet or exceed the mandatory minimum requirements outlined in the Scope of Services by providing a narrative point by point response, in the order listed, to each requirement. The mandatory minimum requirements must be met in order for a proposal to be considered responsive.

All of the items described in the mandatory minimum requirements section are non-negotiable.

However, if a manufacturer's specification is used or identified above, then a proposal may include, in sufficient detail, that its proposal contains an equivalent brand. If it is determined that a proposal does not meet these requirements, at any time during the solicitation process, the proposal will be deemed non-responsive and disqualified from further consideration. Late proposals will not be accepted.

The District reserves the right to conduct discussions with the Offerors who submit proposals determined to be reasonably susceptible of being selected for award, followed by an opportunity to make best and final offers pursuant to UCA § 63G-6a part 7.

NOTICE: Wherever the term bid, bidder, bidding or quote appears in this solicitation or reference is made to a bid, bidder, bidding, or quote, it shall be interpreted to mean offeror, as defined in 63G-6a-103(30), RFP, or Request for Proposals, as defined in 63G-6a-103(38) and the procurement shall be conducted subject to the provisions of 63G-6a-701-711.

PRICE GUARANTEE PERIOD

All pricing must be guaranteed for the term of the contract which runs through completion of the project. Any adjustment or amendment to the contract will not be effective unless approved by the Business Administrator. PCSD will be given the immediate benefit of any decrease in the market, or allowable discount.

STANDARD CONTRACT TERMS AND CONDITIONS

Any contract resulting from this RFP will include but not be limited to the District’s Standard Terms and Conditions (see Attachment A) and, where applicable, the District’s Student Data Privacy agreement (see Attachment D). Exceptions and or additions to the District’s Standard Terms and Conditions are strongly discouraged. Any mandatory required acceptance of an Offeror’s terms and conditions may result in the proposal being determined to be non- responsive.

Exceptions and additions to the Standard Terms and Conditions must be submitted with the proposal response. Exceptions, additions, service level agreements, etc.

submitted after the date and time for receipt of proposals will not be considered.

Website URLs, or information on website URLs must not be submitted with a proposal. URLs provided with a proposal may result in that proposal being rejected as non-responsive. URLs are also prohibited from any language included in the final contract document.

The District retains the right to refuse to negotiate on exceptions should the exceptions be excessive, not in the best interest of the District, negotiations could result in excessive costs to the District, or could adversely impact existing time constraints. In a multiple award, the District reserves the right to negotiate exceptions to terms and conditions based on the proposals with the least to the most exceptions taken. Contracts may become effective as negotiations are completed. If negotiations are required, the contractor must provide all documents in WORD format for redline editing. Contractor must provide the name, contact information, and access to the person(s) that will be directly involved in legal negotiations.

This RFP, having been determined to be the appropriate procurement method to provide the best value to the District, is designed to provide interested Offerors with sufficient basic information to submit proposals. This RFP is issued in accordance with State of Utah Procurement Code, Utah Code Annotated (UCA) Chapter 63G-6a, and applicable Rules found in the Utah Administrative Code (UAC). If any provision of this RFP conflicts with the UCA or UAC, the UCA or UAC will take precedence.

It is not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability. Wherever in this RFP an item is defined by using a trade name, brand name, or a manufacturer and/or model number, it is intended that the words, “or equivalent” apply; and invites the submission of equivalent products by the Offerors.

SCOPE OF SERVICES

Park City School District is seeking to partner with a residential treatment facility in the event that placement in a public or private residential program is necessary to provide special education and related services to a student with a disability in accordance with 34 CFR §

300.104 and the Utah State Board of Education Special Education Rules and Regulations.

The program should incorporate the following:

Mandatory Minimum Requirements:

Terms such as "may", "might", "should", and "can" denote non-mandatory specifications. Terms such as "must", "will", and "shall" denote mandatory terms. Vendors who do not meet ALL of these requirements will be eliminated from the RFP.

Educational Program:

• The facility must provide a structured curriculum aligned with Utah's state standards and the student’s Individualized Education Program (IEP).

• Specialized instruction and related services (speech, occupational therapy, counseling, etc.) must be available on-site or through coordinated services, as applicable.

• The residential facility must comply with all federal and state special education requirements.

Qualified Staff:

• Teachers and service providers should hold appropriate certifications or licenses for special education.

• Staff must be appropriately trained to support students with disabilities, implement effective behavioral interventions, and manage crises when necessary.

Behavioral and Emotional Supports:

• Individualized behavioral intervention plans (BIPs) must be developed and implemented when necessary.

• Supports for emotional regulation, mental health, and trauma-informed care must be available.

Safety and Health:

• The facility must meet all applicable health, safety, and licensing standards.

• Supervision ratios must be appropriate to the student’s age and needs.

• Emergency and medical protocols must be clearly documented.

• Emergency safety interventions must meet the requirements of Utah's state rules and regulations.

• The facility must provide parents and the district with immediate notification in the event of a serious incident.

• The facility must provide safe and developmentally appropriate living arrangements.

• Daily routines should support the student’s educational, social, and emotional development.

Coordination and Communication:

• The facility must maintain regular communication with the school district, parents/guardians, and any outside service providers.

• The facility must participate in IEP meetings and allow district oversight of educational progress.

Measurable Outcomes:

• The facility must provide clear, measurable goals and progress reports.

• Student outcomes should be reviewed regularly to determine the continued appropriateness of the placement.

• If the student is not making progress at the facility, the facility must notify parents and the district.

Focus on Education:

• The primary purpose of placement must be to meet the student’s educational needs, not purely therapeutic, medical, or custodial purposes.

PLANNED TIMELINE

RFP Released 05/06/26

RFP Due 05/27/26

RFP Evaluated 05/28– 6/04

Vender presentations (if needed) TBD

RFP Awarded 06/04/26

Contract start date Upon Approval

**The district reserves the right to adjust the above schedule with limited notice.

PROPOSAL RESPONSE FORMAT

All proposals must include:

1. Offeror Information Form. The District’s Offeror Information Form completed and signed. A copy is included with the Bid documents.

2. Executive Summary. The one or two page executive summary is to briefly describe the Offeror’s proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the Offeror. The reader should be able to determine the essence of the proposal by reading the executive summary.

3. Detailed Response. This section should constitute the major portion of the Offeror’s proposal and must contain at least the following information as pertaining to the Scope of Services:

A. Firm Team Member Experience: Summarize your firm and team member’s experience and overall qualifications, with regard to the scope of services, during the past 5 years.

B. Meet District Objectives: Provided a strategy to accomplish the District's objectives as outlined in the Scope of Services, including the mandatory minimum requirements.

C. References: Provide references for three (3) clients, preferably public schools or other educational institutions of whom services were rendered in the previous three (3) years. Include company, contact name, email, and phone. The District reserves the right to contact other clients with whom the firm has done business, regardless if they were listed as a reference.

4. Protected Information. All protected information must be included in this section of proposal response. Do not incorporate protected information throughout the proposal.

Rather, provide a reference in the proposal response directing reader to the specific area of this Protected Information section. Any protected information incorporated in other sections of the proposal response may result in release of data at no fault of the District.

The Government Records Access and Management Act (GRAMA), Utah Code Ann., Subsection 63G-2-305, provides in part that:

the following records are protected if properly classified by a government entity:

(1) trade secrets as defined in Section 13-24-2 if the person submitting the trade secret has provided the governmental entity with the information specified in Section 63G-2-308 (Business Confidentiality Claims);

(2) commercial information or non-individual financial information obtained from a person if:

(a) disclosure of the information could reasonably be expected to result in unfair competitive injury to the person submitting the information or would impair the ability of the governmental entity to obtain necessary information in the future;

(b) the person submitting the information has a greater interest in prohibiting access than the public in obtaining access; and

(c) the person submitting the information has provided the governmental entity with the information specified in Section 63G-2-308;

2. (6) records the disclosure of which would impair governmental procurement proceedings or give an unfair advantage to any person proposing to enter into a contract or agreement with a governmental entity, except that this Subsection (6) does not restrict the right of a person to see bids submitted to or by a governmental entity after bidding has closed;

GRAMA provides that trade secrets, commercial information or non-individual financial information may be protected by submitting a Claim of Business Confidentiality. A Claim of Business Confidentiality may be appropriate for information such as client lists and non-public financial statements. Pricing and service elements may not be protected.

To protect information under a Claim of Business Confidentiality, the offeror must: provide a written Claim of Business Confidentiality at the time the information (proposal) is provided to the district and include a concise statement of reasons supporting the claim of business confidentiality (Subsection 63-2-308(1)).

If you submit a proposal containing confidential information you must submit an electronic “redacted” (excluding protected information) copy of your proposal response. Copy must clearly be marked “Redacted Version.”

The claim of business confidentiality must be submitted with your proposal on the form which may be accessed at:

https://dfcm.utah.gov/wp-content/uploads/confidentialityclaimform.doc

An entire proposal cannot be identified as “PROTECTED”, “CONFIDENTIAL” or “PROPRIETARY” and may be considered non-responsive if marked as such.

All materials submitted become the property of Park City School District. Materials may be evaluated by anyone designated by the District as part of the proposal evaluation committee. Materials submitted may be returned only at the District’s option.

5. Cost Proposal. The Offeror’s proposed costs must be included on the Cost Proposal

Form (Attachment B). A copy is included with the Bid documents. * The cost proposal must be included as a separate attachment when posting to the Bid website.

6. Student Data Privacy Agreement, where applicable. Offeror must complete and submit the student data privacy agreement (Attachment D). A copy is included with the Bid documents.

AWARD OF CONTRACT

Award shall be made to the Offeror(s) whose proposal(s) provides the most value to the District and is the most advantageous to the District, taking into consideration price and other evaluation factors set forth in this request for proposals. In the event only one offer is received, the District reserves the right to resubmit the bid. The District reserves the right to cancel the bid if the planned funding for the bid is not approved. The District reserves the right to accept or reject any proposal.

Although the district would ideally prefer one system that can meet all the desired needs listed in the Scope of Services, the district reserves the right to choose two or more solutions to achieve optimal functionality. Offerors should consider this when reviewing the request for proposal’s mandatory minimum requirements. The Scope of Services will cover all District facilities if not explicitly written.

All contractors, its employees, and/or subcontractors performing work at any district location, must present proof they have passed a background check. All work outlined in the Scope of Services must be approved by the project representative or District department manager.

ATTACHMENT “B”

COST PROPOSAL

RFP 052726

OFFEROR NAME: ____________________________________

● Costs for proposals that meet the mandatory minimum requirements will be scored as follows:

low bid = 100% total possible points, next lowest bids in succession will receive 90%, 80%, 70%, etc., of total possible points.

Provide the total costs for six months of residential treatment. This total should be all cost inclusive:

Total overall cost $ ________________

For Comparison, cost one year. $ _________________

ATTACHMENT “C”

EVALUATION SCORE SHEET

(to be completed by PCSD RFP committee)

RFP 052726

FIRM NAME: ________________________ Score will be assigned as follows:

0 = Failure, no response EVALUATOR: _______________________ 1 = Poor, inadequate, fails to meet requirement 2 = Fair, only partially responsive DATE: _______________________ 3 = Average, meets min requirement

4 = Above Average, exceeds min requirement 5 = Superior

CATEGORY POINTS

POSSIBLE

SCORE

(0-5) WEIGHT POINTS

Educational Program and Focus on Education: 30 X6

Qualified Staff: 10 X2

Behavioral and Emotional Supports: 10 X2

Safety and Health: 10 X2

Coordination and Communication: 10 X2

Measurable Outcomes: 10 X2

Sub-Total 80

*Cost Proposal 20 --- --- * inserted by purchasing

Total Evaluation Points 100 --- TOTAL

Standard Student Data Privacy Agreement See attachment D provided in the Bid documents