Athletic Trainer Services RFP 3.1.24.pdf

REQUEST FOR PROPOSAL

Athletic Trainer Services

March 1, 2024

Prepared by:

Cadillac Area Public Schools

421 E Mitchell Street

Cadillac, Michigan 49601

REQUEST FOR PROPOSAL - ATHLETIC TRAINER

Cadillac High School & Mackinaw Trail Middle School March 1, 2024

1.0 PURPOSE & OVERVIEW

1.1 PROJECT SCOPE

Cadillac Area Public Schools is accepting proposals from qualified medical service providers for a certified athletic trainer to service student athletes from Cadillac High School and Mackinaw Trail

Middle School.

1.2 LENGTH OF AGREEMENT

The contract is intended to be a one-year contract beginning in the 2024-2025 school year with a one-year extension possible at the conclusion of each school year with the agreement of both parties and Board approval as needed. The maximum length of this contract with extensions will be four (4) years.

1.3 CALENDAR

The trainer service will commence the Monday prior to the first allowable practice in August and conclude two days after the final athletic event.

1.4 DAILY SCHEDULE

A. A trainer will provide coverage on the assigned campus that shall begin 1-hour prior to the earliest practice of the day and remain through the final practice of the day.

B. At the direction of the Athletic Director, the Trainer will be assigned to attend competition and certain practices that may not be on the campus.

C. The service defined is expected to range from 30 to 40 hours per week, including weekends, non-school days and MHSAA events.

1.5 QUALIFICATION/CERTIFICATION

A. Individuals who serve in the capacity of “Trainer” shall hold current certification through the Board of Certification (BOC) for Athletic Trainer.

B. Licensure through LARA (State of Michigan) to practice athletic training.

C. Criminal Background Check for Public Schools per Michigan State Police Law.

1.6 RESPONSIBILITIES

A. The Trainer will advise Cadillac Area Public Schools coaches on physical training procedures.

B. Assess athletic injuries.

C. Refer injuries for medical treatment.

D. Instruct Coaches of limitations and expectations regarding treatment of student-athletes.

E. Order supplies and equipment needed to provide contracted services.

F. The Trainer will manage the wrestling skinfold assessment program for each wrestling team.

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G. Treat injuries on a day-to-day basis.

H. The vendor will provide two training sessions per school year, in conjunction with high school athletics, per school year to educate Cadillac Area Public Schools coaches and athletic directors in First Aid and education emergency plans.

1.7 MILEAGE

A. The events that require Athletic Trainer’s attendance will be determined by the District’s Athletic Director prior each season (fall, winter and spring).

B. It is expected the Trainer will travel with the team when district transportation is provided.

C. If school transportation is not provided, mileage in the amount of IRS reimbursable rate round trip, will be paid to Trainers from the assigned school campus to a competition venue.

1.8 INSURANCE

The vendor will provide all necessary insurances for the program and its employees.

1.9 LEGAL STANDING

A. Cadillac Area Public Schools expects the vendor to perform as an Independent Contractor.

B. The vendor will be solely responsible for compensating its employees or subcontractors and fulfilling all employment or unemployment compensation obligations.

C. Cadillac Area Public Schools will not establish or interpret the arrangement to provide qualified

Trainers for its schools, as an employee-employer arrangement.

2.0 BID REQUIREMENTS AND AWARDS

2.1 REQUIREMENTS

A. All potential bidders must submit their proposals per instructions detailed in this RFP.

B. The Owner (Cadillac Area Public Schools) shall not be responsible for any costs or expense the vendor incurs during the preparation of this proposal and/or sample requests.

C. Should a vendor find discrepancies in, or omissions from, the details, instructions, or should he/she be in doubt as to the meaning, contained with this RFP the vendor should notify the

Owner, who will send written instructions/clarifications to the vendors.

D. Owner reserves the right to request additional information from the vendor.

E. The Owner is in no manner obligated to the proposal within this bid document, until confirmed by written agreement.

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2.2 PROJECT REPRESENTATIVE

The following will serve as project representative on behalf of the Owner and will coordinate all the necessary access and direction as appropriate. All questions concerning any portion of this RFP shall be sent via email to:

Fred Bryant Athletic Director

Cadillac Area Public Schools

421 South Mitchell Street

Cadillac, Michigan 49601

Phone: (231) 876.5061

Email: fred.bryant@cadillacschools.org

The deadline for all question submissions is March 15, 2024.

3.0 CONDITIONS of the RFP

3.1 RFP SEALED RESPONSE INSTRUCTIONS

Responses must be submitted in a sealed opaque envelope container. Do not communicate your submission results in any way (verbally, fax, mail, email, etc.) to the staff of Cadillac Area Public

Schools (CAPS), or their representatives or agents, or any members of CAPS prior to the deadline indicated. Any violation of the requirement may result in disqualification from the selection process.

3.2 DELIVERY OF SEALED RESPONSES AND DEADLINE

Sealed proposals will be received in hard copy format to the attention of Fred Bryant, by March

22, 2024 at 1:00 p.m. RFP responses received after this time will not be considered. The proposals will be opened by the District immediately after the deadline for submission, per the District’s discretion.

The District reserves the right to engage in further discussions with any or all proposers after the deadline for submission to negotiate financial terms or otherwise. Participation in subsequent negotiations by the proposer is not mandatory, and each proposer may rely solely on its submitted bid without modification, which shall remain firm for the period identified above. However, participation in subsequent discussions may increase the proposer’s chances of being selected. The District will select, mailto:fred.bryant@cadillacschools.org

March 1, 2024 if at all, the proposer whose proposal or negotiated proposal is deemed in the best interest of the

District.

Sealed bid proposals shall be clearly marked on the outside of the envelope with text that reads “ATHLETIC TRAINER BID”

All responses must be delivered by the deadline indicated to:

Cadillac Area Public Schools Attn: Fred Bryant, Athletic Director

421 South Mitchell Street

Cadillac, Michigan 49601

3.3 RFP PROCEDURE

A. Interested vendors shall submit three (3) copies of a letter of proposal listing specific services offered including all charges for said service.

B. Provide service offer and pricing.

C. A copy of any proposed contract for services shall be included in your bid.

D. Proposals shall include information necessary to demonstrate your company’s ability to fulfill the

PROJECT SCOPE.

E. Additional information shall be provided in your proposal to allow Cadillac Area Public Schools to judge your company, proposed Trainers, and the offer in light of the EVALUATION CRITERIA.

F. No fax, e-mail, telephone, or electronic proposals will be accepted.

3.4 EVALUATION CRITERIA

The purchasing process shall be open and competitive. Purchasing award decisions may include price; product quality; service; delivery; maintenance of product; adherence to specifications;

past performance to the District; supplier reliability; warranties; supplier environmental responsibility;

supplier to school-to-work programs (including apprentices and cooperative training programs); supplier community responsibility; responsible contracting compliance,increasing the diversity of the supplier pool (as permitted by law) and increasing the percentage of contracts with local companies.

CAPS reserves the right to conduct post-closing discussions with any respondent who has a realistic possibility of contract award, including, but not limited to, request for additional information, competitive negotiations, delivery schedule and best and final offers.

CAPS reserves the right to award the contract to the respondent that CAPS deems to offer the best overall response. In addition, CAPS at its sole discretion reserves the right to cancel this RFP, to

March 1, 2024 reject any and all responses, to waive any and all informalities and/or irregularities, or to re-advertise with either the identical or revised specifications if it is deemed to be in the best interest of CAPS to do so.

3.5 PUBLIC READING OF BIDS

Upon receiving all of the proposals, CAPS will hold a public meeting in which all valid bids will be opened and read aloud. The meeting is scheduled to take place immediately following the bid due deadline. The meeting will take place at CAPS Central Office at 421 South Mitchell Street in Cadillac, Michigan.

3.6 PROPOSAL REJECTION

The Owner reserves the right to accept or reject any bid proposal for any or no reason and is not obligated to accept the proposal which contains the lowest cost estimate or the lowest unit prices. The Owner also reserves the right to waive any defect in any bid, to the extent permitted by law, or to require or permit correction of any defect or non-compliance by any bidder as a condition of further consideration or acceptance of the bid. However, the Owner is under no obligation to any bidder to waive any such defect or permit any correction.

3.7 INFORMATION REQUIRED OF QUALIFIED CONTRACTORS

Contractors must demonstrate how they would satisfy the requirements of the project as outlined in this RFP. The response to this section should detail the Contractor’s understanding of the scope of work and technical work required. The proposal must include but not limited to the following:

A. COVER LETTER

The Cover Letter should include the name of the person(s) who will be authorized to make representations for the proposer, their title(s), office location, telephone number(s), and email addresses.

B. CHARGE FOR SERVICE

Proposals must include a list of specific services offered including all charges for said service.

Service offer and pricing must be included along with a sample copy of contract for services.

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C. UNDERSTANDING

The contractor’s understanding of the scope of work shall be outlined with a schedule and a brief written work approach summary.

D. VIOLATIONS, NOTICES, LITIGATION

The contractor and their subcontractors must disclose any violations of law, permit or license, enforcement notices, or escalated enforcement actions involving the Contractor or

Subcontractor within the past five (5) years.

Describe any pollution or professional liability claims filed or pending in the last five (5) years.

Identify any pending litigation or litigation completed in the last five (5) years and which

Contractor was involved. Identify lawsuits by name, number, date, parties, and your claim or participation.

In addition, the Contractor and Subcontractors shall immediately notify the Owner’s

Representative if:

(a) They are served with notice of any violation of law, regulation, permit or license which relates to the services.

(b) Proceedings are commenced which could lead to revocation of permits or licenses relating to the services.

(c) Permits, licenses or other government authorizations relating to the services are revoked.

(d) Litigation is threatened or commenced against the Contractor which could affect the services.

E. REQUIRED DISCLOSURE DOCUMENTATION

To be eligible to bid this project, the Contractor must submit notarized documentation disclosing any familial relationships that exist between the Contractor, their employees, and any member or employee of the CAPS district. Additionally, the Contractor must submit notarized documentation that the contractor is not an “Iran linked business.” The required disclosure forms are attached to this RFP. These forms should be completed and submitted along with the sealed proposals.

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3.8 ADDITIONAL CONTRACTOR REPRESENTATIONS

By providing this bid, the Contractor certifies to the best of its knowledge and belief that:

● This bid is genuine and not made in the interest of or on behalf of any undisclosed individual or entity and is not submitted in conformity with any agreement or rules of any group, association, organization, or corporation.

● The Contractor has not directly or indirectly induced or solicited any other Contractor to submit a false or sham bid

● The Contractor has not solicited or induced any individual or entity to refrain from bidding.

● The Contractor has not sought by collusion to obtain for itself any advantage over any other

Contractor or over the Owner’s Representative, or the subject property Owner.

4.0 OTHER CONSIDERATIONS

4.1 INSURANCE

The Contractor shall maintain such insurance as will provide indemnity for claims under workers compensation and employers’ liability laws from claims for damages because of bodily injury, including death, to all others and from claims and damages to property - any or all of which may arise out of or result from the Contractor’s operations under this Contract, or from any Subcontractor or anyone directly or indirectly employed by either of them.

The Contractor shall be required to furnish certificates of insurance naming Cadillac Area Public

Schools as additional insured prior to the commencement of any work. Insurance shall be in the following minimum amounts:

Worker’s Compensation Insurance:

Coverage A - With limits statutorily required by any applicable federal or state law and

Employers Liability.

Coverage B - with minimum limit of: $100,000 - Bodily Injury by Accident - Each

Accident

$100,000 - Bodily Injury by Disease - Each Employee

$500,000 - Bodily Injury by Disease - Policy Limit

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Commercial General Liability Insurance(with the following limits):

$2,000,000 - Each Occurrence $500,000 - Damage to Rented Premises (Each

Occurrence)

$1,000,000 - Personal & Advertising Injury

$2,000,000 - General Aggregate - other than Products/Completed Operations

$2,000,000 - Products/Completed Operations Aggregate

Commercial General Liability Insurance shall be per project, occurrence form and include premises/operations, products/completed operations, personal and advertising injury with contractual exclusion A deleted, independent contractors, contractual liability, broad form property damage, liability assumed under an insured contract, and property damage from perils of explosion, collapse or damage to underground utilities, commonly known as XCU coverage.

The total limits of general liability coverage required herein may be satisfied with a combination of a primary and umbrella policy having not less than the required amounts.

Commercial Automobile Liability Insurance(including Michigan No-Fault) with a minimum limit of

$1,000,000 each occurrence covering liability arising out of any owned, hired, non-owned or borrowed automobile, truck or miscellaneous powered Contractor’s or automotive equipment, whether licensed or

Non-licensed for use on public highways, owned or used by the subcontractor, its subcontractors, agents or employees.

Contractor Liability Insurance (Errors & Omissions coverage) with a minimum limit of $2,000,000 each occurrence to cover all damages from all acts, errors, or omissions from professional and consulting services from Subcontractor, its subcontractors, agents, or employees.

Pollution Liability & Environmental Impairment Liability (per project) with a minimum limit of

$1,000,000 each occurrence to cover sudden and gradual pollution, coverage for on-site and off-site clean-up of new pollution conditions, on-site and off-site bodily injury, property damage, personal injury, environmental damage, contractual liability, natural resource damage, coverage for liability associated with the disposal, transportation, treatment or destruction of waste, indemnity and defense of Owner and Owner’s Representative arising out of operations performed on or behalf of the Subcontractor, its subcontractors, agents, or employees.

The above coverage must be maintained throughout the term of this Contract and for three (3) years after the Contract has terminated.

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The Owner’s Representative shall be promptly supplied with all subcontractor insurance certificates. All contractors or subcontractors shall secure and maintain all insurance coverage as noted above with limits equal to or exceeding the limits shown.

All insurance policies shall be endorsed to name the Owner as additional insured and shall also contain a blanket waiver of subrogation. All certificates of insurance, verifying each of the above conditions are to provide sixty (60) days written notice of cancellation, material change or non-renewal.

Certificates of Insurance and insurance binders must be provided no less than ten (10) working days before commencement of work. The Owner’s Representative reserves the right to alter or amend any insurance requirements as stated in this Contract as deemed necessary. In the event the Contractor is unable to secure the required coverage, the Contractor shall provide, in writing, a list of coverage that the Contractor is able to provide.

5.0 ADDITIONAL INFORMATION

1. The Contract Documents may be amended to provide for additions, deletions, and revisions in the work or to modify terms and conditions thereof by either a change order or a work change directive.

2. Damage to any School District facilities or properties caused by the Contractor, its agents or employees shall be repaired so that facilities or properties are in as good condition as before entering into the Contract. All repairs shall be accomplished at no cost to the School District.

3. It is understood and agreed that the laws of the State of Michigan shall govern the rights, obligations, and remedies of the Parties under this bid and any agreement reached through this process. Michigan Occupational Safety and Health Act (MIOSHA) requires employers to provide

Material Safety Data Sheets (MSDS) for hazardous chemicals and materials. A MSDS should accompany all orders upon delivery of items wherever applicable under MIOSHA.

4. All services to be furnished by the Contractor and the Contractor’s working conditions and employment practices shall comply with all applicable state and federal requirements, including but not limited to the Occupational Safety and Health Act (OSHA).

5. CAPS shall not discriminate on the basis of race, religion, color creed, sex, national origin, age, political belief, or handicap in its education programs, employment practices or bidding processes. The Supplier, by signing this Request for Proposal, commits that it has and abides by the CAPS non-discrimination policy.

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ATTACHMENT 1

Familial Relationship Disclosure Form

March 1, 2024

FAMILIAL RELATIONSHIP DISCLOSURE FORM

AFFIDAVIT OF CONTRACTOR:

The undersigned, the owner or authorized officer of (Contractor), pursuant to the Familial Disclosure requirement of Cadillac Area Public Schools in compliance with MCL

380.1267, hereby represents and warrants, except as provided below, that no familial relationships exist between the owner(s) or any employee of and any member of the

School Board, Superintendent, Executive Officers, or any other employee of Cadillac Area Public Schools.

List and describe any Familial Relationships:

CONTRACTOR’S NAME:

CONTRACTOR”S SIGNATURE: .

DATE: .

State of Michigan

County of

Subscribed and sworn to before me on

This day of , 2024 by

Notary Public

County, Michigan

My commission expires

Acting in the County of

March 1, 2024

ATTACHMENT 2

Iran Economic Sanctions Act Affidavit of Compliance

March 1, 2024

IRAN ECONOMIC SANCTIONS ACT AFFIDAVIT OF COMPLIANCE

MICHIGAN PUBLIC ACT NO. 517 of 2012

AFFIDAVIT OF CONTRACTOR:

The undersigned, the owner or authorized officer of (Contractor), pursuant to the compliance certification requirement provided in the Cadillac Area Public Schools (the “School

District”) Request for Proposal, hereby certified, represents and warrants that the Contractor, including its officers, directors, and employees, is not an “Iran linked business” within the meaning of the Iran Economic

Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event the Contractor is awarded a contract as a result of the aforementioned Request for Proposal, the Contractor will not become an “Iran linked business” at any time during the course of performing any services under the contract.

The Contract further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on any Request for Proposals/Invitations to Bid for three (3) years from the date that is determined that the person has submitted the false certification.

CONTRACTOR’S NAME:

CONTRACTOR’S SIGNATURE: .

DATE: .

State of Michigan

County of

Subscribed and sworn to before me on

This day of , 2024 by

Notary Public

County, Michigan

My Commission expires

Acting in the County of