Boston_Pre-K_Community-Based_Providers_RFP_EV00017868_.pdf

REQUEST FOR PROPOSALS:

Boston Pre-K Community-Based Providers

Boston Public Schools Superintendent Mary Skipper

EV00017868

PROJECT SUMMARY:

Boston Public Schools and the Department of Early Childhood is seeking up to 1,165 seats in Community Based Organizations to offer Boston Pre-K to eligible 3 and 4 (K0 and K1) year old students. As a Boston Pre-K program, providers will offer students schooling for 6.5 hours per day, 180 days per year. While Boston Pre-K is currently seeking suppliers around the city, after reviewing demand data, the district is prioritizing seats in Hyde Park, Mission Hill/Jamaica Plain, and West Roxbury.

RFP SCHEDULE:

EVENT DATE

RFP Issue Date Monday, September 21st 2026 at 12:00 PM

Pre-Proposal Q&A Conference Call https://k12-bostonpublicschools.zoom.us/j/870 37985489

Monday, September 28th 2026 from 1:00 PM -3:00 PM

Proposal Due Date Friday, October 23rd at 12:00

PM

RFP CONTACT INFORMATION:

All questions should be emailed to Jazmin Flores at jflores5@bostonpublicschools.org with the RFP number (EV00017868) in the subject line.

https://k12-bostonpublicschools.zoom.us/j/87037985489

You can access this RFP and related documents at boston.gov/bid-listings/EV00017868.

http://boston.gov/bid-listings/

TABLE OF CONTENTS:

PROJECT SUMMARY: 0

RFP SCHEDULE: 0

RFP CONTACT INFORMATION: 0

I. WHAT WE ARE LOOKING FOR 0

1.1 THE OPPORTUNITY 0

1.2 SCOPE OF WORK: RFP Title 0

1.3 RFP SCHEDULE 0

1.4 THE RFP PROCESS 0

II. RFP DETAILS 0

2.1. ADDENDA TO THIS RFP 0

2.2. NOTICES REGARDING PROPOSALS 0

2.3. CONTRACTS RESULTING FROM THIS IFB 0

2.4. REQUIRED DEPOSITS AND BONDS 0

2.5. CHANGE ORDERS 0

2.6. PAYMENTS, INCENTIVES, AND PENALTIES FOR NON-COMPLETION OF WORK 0

2.7. WHAT TO DO IF YOU HAVE QUESTIONS/RFP CONTACT 0

III. HOW WE CHOOSE 0

3.1. RULE FOR AWARD 0

3.2. [RULE FOR AWARDING WORK 0

3.3. MINIMUM EVALUATION CRITERIA 0

3.5. INTERVIEWS, DEMONSTRATIONS AND/OR SITE VISITS 0

IV. YOUR TECHNICAL PROPOSAL 0

4.1. COVER PAGE 0

4.2. RESPONSIBILITY AND RESPONSIVENESS 0

4.3. RESPONSE TO SCOPE OF WORK 0

4.4. REFERENCES 0

4.5. CERTIFICATIONS 0

V. YOUR PRICE PROPOSAL 0

5.1. PRICE PROPOSAL (REQUIRED) 0

5.2. SUPPLEMENTAL INFORMATION (OPTIONAL) 0

VI. SUBMISSION INSTRUCTIONS 0

6.1. CHECKLIST FOR SUBMITTING PROPOSAL 0

6.2. SUBMITTING PROPOSAL VIA BOSTON’S SUPPLIER PORTAL 0

6.3. SUBMITTING VIA MAIL / PHYSICAL DELIVERY 0

VII. APPENDICES 0

APPENDIX 1: RFP TERMS AND CONDITIONS 0

APPENDIX 2: CONTRACT TERMS AND CONDITIONS 0

APPENDIX 3: INSURANCE REQUIREMENTS AND RECOMMENDATIONS 0

I. WHAT WE ARE LOOKING FOR

1.1 THE OPPORTUNITY

The goal of Boston Pre-K is to ensure every three- and four-year-old in Boston has access to high-quality early education experiences that lay the foundation for their future learning and educational success. Boston Public Schools is committed to achieving this goal through a mixed delivery system, where families have the choice to receive pre-kindergarten education at Boston Public Schools, community-based organizations, or family child care settings. This RFP is specifically seeking up to x community-based organizations or independent schools to offer Boston Pre-K programming to eligible students.

As a Boston Pre-K Program, organizations must ensure they offer:

● Equitable access to a free school day (6.5 hours per day, 180 days per year)

● Maximum teacher-to-child ratios (2:20 in BPS & CBOs)

● Environments that are safe and age-appropriate to promote learning

● In-depth professional development and coaching for providers to promote and sustain quality instruction and programming.

● Culturally appropriate family engagement and access to comprehensive services

● Adoption of high-quality practices (including, but not limited to, the adoption of the BPS curriculum and state licensing)

This Request for Proposals (RFP) is for community-based provider organizations, specifically center-based providers and independent schools, with classrooms located within the City of Boston to create 3-year contracts with multiple suppliers so that they may provide public, high-quality Pre-K services to 3- and 4-year-olds in the City of Boston.

We look forward to receiving your proposal.

1.2 SCOPE OF WORK: Boston Pre-K Community-Based Providers

The City of Boston is committed to providing high-quality, inclusive, and culturally responsive early education to all children whether their families choose to send them to classrooms in family child care, Boston Public Schools (BPS) or community-based provider organizations (herein referred to as providers). To this end, we seek committed and flexible partners to assist in the development and implementation of Boston PreK. Effective implementation will require time and commitment from all levels of partner organizations, including the families, teaching staff, boards of directors, and financial and operational staff.

This Request for Proposals is specifically for community-based provider organizations: center-based providers and independent schools. Selected providers will be required to serve eligible students for 6.5 hours per day, 180 days per year, while utilizing the Boston Pre-K approved FOCUS Curriculum. Furthermore, providers are required to make a time commitment to program quality enhancements including curriculum support, coaching and professional development (PD), family engagement & comprehensive services, enrollment, program monitoring and fiscal reporting.

Boston Pre-K Implementation Guide The Boston Pre-K Implementation Guide holds all Boston Pre-K implementation, monitoring, and audit policies. All Boston Pre-K providers accepted under contract are required to adhere to the implementation and monitoring requirements. Any changes to the Boston Pre-K Monitoring and Implementation Guide will be sent in writing to the selected programs.

Eligible applicants are advised to conduct a thorough review of the full Request for Proposal and Boston Universal Pre-K Implementation Guide.

https://docs.google.com/document/d/19PKTY4TRUitOteGGweone3qlvhX8nDffpQi_CN-KNKI/edit?tab=t.0

1.3 RFP SCHEDULE

EVENT DATE

RFP Released Monday, September 21st 2026 at 12:00 PM

Pre-Proposal Q&A Conference Call https://k12-bostonpublicschools.zoom.us/j/870379 85489

Monday, September 28th 2026 from 1:00 PM -3:00

PM

Questions Due to the City Via email to jflores5@bostonpublicschools.org

Tuesday, September 22nd 2026 at Noon

Consolidated Q&A Posted by the City Friday, October 2nd by 5PM

Deadline for Proposals See Submission Instructions for details

Friday, October 23rd at

12:00 PM

Contractor Selected Friday November 26th by

5PM

*All times are in Eastern Time*

1.4 THE RFP PROCESS

This RFP contains all the details you will need to submit a proposal in response to this opportunity. Please read this RFP carefully.

Vendors submit proposals by compiling all the requested information and submitting it to BPS prior to the bid deadline (Friday, October 23rd at 12:00 PM ).

Vendors must follow the instructions for submitting their proposals as laid out in this RFP. Proposals must be signed and complete, and BPS will not consider proposals that are submitted late.

After you have submitted your proposal, the contact you listed in your proposal will receive periodic email updates to let you know:

● If your application has been received

● If your proposal has been awarded or denied the contract

● If we need any follow up information.

BPS will evaluate all proposals according to the process laid out in this RFP.. It will then notify the successful bidder(s) by the listed Contractor Selection Date (Friday November 26th by 5PM ).

If your proposal is successful, you will need to enter into a contract with BPS before beginning work. No work may be done before a contract is signed.

II. RFP DETAILS

2.1. ADDENDA TO THIS RFP

Any official clarifications or addenda to this RFP will be posted to the RFP website (boston.gov/bid-listings/EV00017868). Vendors are responsible for checking this website and incorporating any updates into their proposals.

2.2. NOTICES REGARDING PROPOSALS

Please note that all proposals will be public record. Do not submit confidential information in your bid.

The District may cancel this RFP, or reject in whole or in part any and all bids, if the District determines that cancellation or rejection serves the best interests of the District.

This RFP is open to any vendor who would like to respond. We look forward to receiving your proposal.1

2.3. CONTRACTS RESULTING FROM THIS RFP

The term of the contract will be 3 Years, running from the date of execution. Yearly program funding amounts will be decided using a funding model based on awarded seats.

Important: By submitting a proposal, each vendor acknowledges that any resultant contract will include the RFP specifications (Appendix 1), Boston’s standard contract terms and conditions (Appendix 2), and its insurance requirements (Appendix 3). The selected vendor(s) should not expect to alter or amend these terms.

1 This RFP is open to any vendor who would like to respond, and the City encourages participation from small, local, minority-owned, women-owned, and veteran-owned businesses. To support equality of opportunity for these businesses, we also encourage respondents to solicit for the subcontracting of goods and services from certified businesses. The City’s directory of certified businesses is available at https://data.boston.gov/dataset/certified-business-directory.

https://data.boston.gov/dataset/certified-business-directory

2.4.WHAT TO DO IF YOU HAVE QUESTIONS/RFP CONTACT

Vendors can ask questions live during the optional Pre-Proposal Q&A Conference Call (information in the table above). Alternately, vendors can ask questions in writing by emailing them to with RFP number (EV00017868) in the subject line.

In order to provide a level playing field to all bidders, any verbal responses provided by BPS on the optional Pre-Proposal Q&A Conference Call are not binding. Only BPS’ written responses will represent the official clarifications to the RFP.

BPS will document any questions received during the Pre-Proposal Q&A Conference Call and answer them in writing along with any questions received via email. BPS’ responses will be posted on the RFP website (boston.gov/bid-listings/EV00017868) on Friday, October 2nd by 5PM .

Outside of the Q&A Conference Call and before the proposal deadline, all communications must be emailed to with RFP number (EV00017868) in the subject line.2,3

3 After the proposal deadline, Vendors should not contact the RFP Coordinator or any other City official or employee about this RFP, except to respond to a request by the RFP Coordinator.

Vendors may continue to contact City officials and employees about issues unrelated to this RFP.

2 No other City employee, consultant, or contractor is empowered to speak for the City with respect to this RFP. Any oral communication is considered unofficial and non-binding to the City.

III. HOW WE CHOOSE

BPS will evaluate your proposal based on two sets of criteria: minimum evaluation criteria and comparative evaluation criteria.

3.1. RULE FOR AWARD

The contract will be awarded to up to 21 of the bidders who meet the responsibility and eligibility criteria below.

Bidders should use the price proposal worksheet linked here. Prices will be compared based on these bid sheets and the total value of the proposed bid, including labor, material, and any other costs.

BPS will not pay any costs or fees not listed on the bid sheet.

Bids will be considered firm and may not be adjusted based on future changes in the cost of materials or labor unless mutually agreed upon.]

3.2. [RULE FOR AWARDING WORK

[This section is optional; include it if you are awarding to multiple vendors.] [When BPS needs [whatever this solicitation is for], it will offer contracts to the pool of contracted vendors (determined as in section 3.1) who have most advantageously responded to the Scope of Work.

If two or more contracted vendors with appropriate capacity offer the same price, BPS will award contracts for up to 21 of the highest scoring submissions.

If a vendor is unavailable or declines the work, BPS will continue to select from the remaining pool.

3.3. MINIMUM EVALUATION CRITERIA

First, we will review all proposals to see if they meet the submission requirements listed below.

https://docs.google.com/spreadsheets/d/1Y4zQOelZHpG5Q0OZRbGkIHi6DG7XhuxE/edit?gid=457418008#gid=457418008

MINIMUM EVALUATION CRITERIA 1: Submission Requirements

● Did the vendor submit the proposal by the deadline, appropriately and truthfully?

● Did the vendor submit separate technical and price proposals (with no price information in the technical proposal)? Note: Any technical proposal that includes price information will be disqualified from consideration.

● Did the vendor submit all the necessary forms and documentation requested in this RFP?

It will then review the proposals against the minimum evaluation criteria listed below. These criteria reflect the standards that the City considers essential for this contract. We will rate any vendor that does not meet these minimum criteria as “not responsive” and they will not be further considered.

MINIMUM EVALUATION CRITERIA 2: Service Delivery Capability

● Responsive: The submitted RFP is for an organization that is located in the City of Boston.

● Non-Responsive: The submitted RFP is for an organization that is not located in Boston and therefore ineligible.

MINIMUM EVALUATION CRITERIA 3: State License Status

● Responsive: The supplier has noted-by providing a copy attached to this submission- it has an approved, active license to operate Pre-K classrooms in its Boston location(s) through the

Department of Early Education and Care (EEC), or that the license is currently in the renewal process. All potential site locations are currently licensed or in renewal.

● Non-Responsive: The supplier is not currently licensed to operate Pre-K classrooms in its Boston location(s) through the Department of Early Education and Care (EEC) nor are they in the renewal process.

3.4. COMPARATIVE EVALUATION CRITERIA

Proposals that have met all minimum evaluation criteria will move to the next stage of evaluation. In this stage, we will evaluate proposals according to the comparative evaluation criteria described below.

For each criteria outlined below there are four possible ratings:

● Highly Advantageous: The Project Team meets MOST or ALL of the qualifications listed.

● Advantageous: The Project Team meets SOME of the qualifications listed.

● Not Advantageous: The Project Team meets FEW of the qualifications listed.

● Unacceptable: The Project Team meets NONE of the qualifications listed.

Criteria 1: Possess at least 3 years of prior experience successfully enrolling 3 and 4-year-old children who reside in the City of Boston.

○ In the Technical Proposal, Section 3.2, a vendor can describe its specific number of years of prior experience successfully enrolling students that meet this age and residency criteria. The vendor should detail the number of classrooms upon which it is basing its response.

Criteria 2: Enroll an average of 12+ students that meet the Boston PreK eligibility criteria (3 or 4-year-old as of September 1 of a given year, Boston residency) per Pre-K classroom.

○ In the Technical Proposal, Section 3.2, a vendor can detail the average number of students that meet the stated eligibility criteria per Pre-K classroom. A vendor can base its response on the last 1+ school years, including School Year 2027-2029. The vendor should detail the number of classrooms upon which it is basing its response.

Criteria 3: Employ qualified teaching staff that can lead instruction in classrooms -at least 80 percent of the lead teaching staff (“lead teachers”) in Pre-K classrooms that may participate in Boston PreK must possess at least a Bachelor’s Degree credential.

○ In the Technical Proposal Section 3.2, a vendor can detail - potentially with a chart with anonymized names (using initials, for example) - its lead teacher staff only ( for the applicable Pre-K classrooms only) and the highest level of education credential obtained for each lead teacher, summarizing with supporting text whether this indicator is met with the vendor’s current lead teaching staff in Pre-K classrooms. If one or more of the supplier’s Pre-K classrooms has a current vacancy for lead teacher, if the supplier includes the active job description within the Technical Proposal itself ( for example, as an Appendix) noting a Bachelor’s degree requirement for the role, that room can be noted as a vacancy, but also still be counted as advantageous for the Bachelor’s degree requirement.

Criteria 4: Implement currently at least 6 of the following 8 family engagement best practices in your organization across all sites with potential Boston PreK classrooms:

○ Offer a formal family engagement orientation;

○ Have a designated part-time or full-time family engagement coordinator on staff (can be part of a staff member’s job description

(provide brief detail in your Technical Proposal); if vacant, include active job description as appendix in Technical Proposal and indicate this best practice has been met);

○ Implement Ages & Stages Questionnaire to students;

○ Collect or verify dental, vision, and hearing screenings for students;

○ Have a formal written program handbook for families;

○ Have a written, accessible family engagement & comprehensive service plan

○ Have a formal plan to ensure families transition successfully into a BPS kindergarten or first-grade classroom

○ Refer students, as needed, to Boston Public Schools’ Child Find

■ In your Technical Proposal Section 3.2, please include a topic sentence that provides the number of indicators listed above your organization currently meets across all sites with potential Boston PreK classrooms (0 - 7). Then describe which of these 7 practices your organization already implements and provide brief, supporting detail for each practice your organization implements.

For this factor, there is no requirement to attach actual handbooks or plans (though you may include a public link to those resources if you wish).

Criteria 5: Current National Association for Education of Young Children (NAEYC) Accreditation or Recognition.

○ In the Technical Proposal, Section 3.2, a vendor can detail their current NAEYC Accreditation level. A vendor can include accreditation documentation.

Criteria 6: Implementation of FOCUS on Pre-K Curriculum:

○ In the Technical Proposal Section 3.2, a vendor can describe its number of months/years experience implementing curriculum and providing details on the curriculum it has implemented. The vendor should detail the number of classrooms that have implemented the curriculum it describes. If the curriculum is not Focus on 3/Focus on 4 (“Focus on Pre-K”), please provide background detail on the curriculum implemented, its incorporation of playful learning, and degree of alignment to Massachusetts state curriculum standards.

COMPARATIVE EVALUATION CRITERIA 1: Prior Experience With Pre-K Enrollment

● Highly advantageous: The supplier possesses over 3 years (36+ months) of experience enrolling 3 and 4-year-old children (ages as of September 1 of a given year) that reside in the City of Boston. Provider included robust detail on current enrollment practices, and how enrollment data is managed.

● Advantageous: The supplier possesses 2-3 years (24-36 months) of experience enrolling 3 and 4-year-old children (ages as of September 1 of a given year) that reside in the City of Boston. The provider included some detail on current enrollment practices, and how enrollment data is managed.

● Not advantageous: The supplier possesses less than 2 years (24 months) of experience enrolling 3 and 4-year-old children (ages as of September 1 of a given year) that reside in the City of Boston. The provider included little detail on current enrollment practices, and how enrollment data is managed.

● Unacceptable: The supplier has less than 1 year (12 months) experience enrolling children that meet the eligibility criteria into classrooms. Or the supplier has failed to provide a response to this factor. The provider included no detail on current enrollment practices, and how enrollment data is managed.

COMPARATIVE EVALUATION CRITERIA 2: Prior Enrollment Performance

● Highly advantageous: Using supporting evidence, the supplier has demonstrated a robust history of enrolling on average 12+ students that meet this eligibility criteria (3 or 4-year-old as of September 1 of a given year, Boston residency) per Pre-K classroom. For smaller programs information was included as to why the classroom serves less than 12 students.

● Advantageous: Supplier enrolls on average 11 students that meet this eligibility criteria (3 or 4-year-old as of September 1 of a given year, Boston residency) per Pre-K classroom. Supporting evidence suggests historical difficulty maintaining high enrollments.

● Not advantageous: Supplier enrolls on average 10 or fewer students that meet this eligibility criteria (3 or 4-year-old as of September 1 of a given year, Boston residency) per Pre-K classroom. Supporting evidence suggests historical difficulty maintaining high enrollments.

● Unacceptable: The supplier has no experience enrolling children that meet the eligibility criteria into classrooms. Or the supplier has failed to provide a response to this factor. No supporting evidence provided.

COMPARATIVE EVALUATION CRITERIA 3: Employment and Certification of Lead Teaching Staff IN Pre-K Classrooms

● Highly advantageous: Using supporting documentation, the supplier has demonstrated that at least 80% of its lead teaching staff in Pre-K classrooms possesses a Bachelor’s degree credential or is within one academic year of earning a Bachelor’s Degree. Supplier has identified a clear action plan or ongoing steps being taken to reach 100%.

● Advantageous: Using supporting documentation, the supplier has demonstrated that 50-79% of its lead teaching staff in Pre-K classrooms possesses a Bachelor’s degree credential or is within two academic years of earning a Bachelor’s Degree.

● Not advantageous: Using supporting documentation, the supplier has demonstrated that 1%-89.4% of its lead teaching staff in Pre-K classrooms possess a Bachelor’s degree credential or no lead teachers are currently within 2 years of earning a Bachelor’s Degree.

● Unacceptable: The supplier has noted that a Bachelor’s degree is not required, nor currently applicable, for lead teaching roles in its Pre-K classrooms. Or the supplier notes that it does not staff lead teacher roles.

Or the supplier has failed to provide a response to this factor.

COMPARATIVE EVALUATION CRITERIA 4: Family Engagement Best Practices

● Highly advantageous: Using supporting documentation the supplier has illustrated implementation of at least 6 of the 8 family engagement best practices in their organization across all sites with potential Boston Pre-K classrooms.

● Advantageous: Using supporting documentation the supplier has illustrated implementation of 5 of the 8 family engagement best practices in their organization across all sites with potential Boston Pre-K classrooms.

● Not advantageous: Using supporting documentation the supplier has illustrated implementation of 1, 2, 3 or 4 of the 8 family engagement best practices in their organization across all sites with potential Boston Pre-K classrooms.

● Unacceptable: The supplier currently implements 0 of the 8 family engagement best practices in their organization across all sites with potential Boston Pre-K classrooms. Or the supplier has failed to provide a response to this factor.

COMPARATIVE EVALUATION CRITERIA 5: National Association for the Education of Young Children (NAEYC) Accreditation

● Highly advantageous: The supplier is currently NAEYC Accredited or Recognized, and has supplied supporting documents.

● Advantageous: The supplier is currently in the process of submitting for NAEYC Accreditation and has provided details about what step of the process they are on. The supplier is committed to reaching accreditation in the next 1 year.

● Not advantageous: The supplier is not NAEYC Accredited nor in the process but has illustrated a clear desire and timeline to receive NAEYC accreditation.

● Unacceptable: The supplier is not currently NAEYC Accredited, and has demonstrated an unwillingness to proceed with NAEYC Accreditation

COMPARATIVE EVALUATION CRITERIA 6: Implementation of FOCUS on Pre-K Curriculum

● Highly advantageous: Using supporting documentation the supplier has demonstrated at least 3 years of experience implementing the Focus on 3 / Focus on 4 (also known as: “Focus on Pre-K”) curriculum. The supplier has participated in direct internal or external coaching support in the classroom for curriculum implementation at least once a month.

● Advantageous: Using supporting documentation the supplier has demonstrated at least 2 years of experience implementing the Focus on 3 / Focus on 4 (also known as: “Focus on Pre-K”) curriculum. The supplier has participated in direct internal or external coaching support in the classroom for curriculum implementation at least once a month.

● Not advantageous: Using supporting documentation the supplier has demonstrated at least 1 year of experience implementing the Focus on 3 / Focus on 4 (also known as: “Focus on Pre-K”) curriculum. The supplier has participated in direct internal or external coaching support in the classroom for curriculum implementation at least once a month.

● Unacceptable: The supplier possesses less than 1 year of experience implementing the Focus on 3 / Focus on 4 (also known as: “Focus on

Pre-K”) curriculum. The supplier is unwilling to participate in direct coaching support in the classroom for curriculum implementation.

IV. YOUR TECHNICAL PROPOSAL

Your application will be submitted in two parts. The first part (this section) is the Technical Proposal. The Technical Proposal is where you tell us why you are the best candidate for this role.

Do NOT mention pricing in this section. If you include pricing information in your technical proposal your proposal will be rejected in its entirety.

Why can’t you include price in the technical proposal? The law requires that we look at the technical and pricing proposals separately. This allows us to first determine who would be the best at implementing the project, without considering price. Next, we consider price proposals. Once both technical and price proposals are evaluated, we choose the proposal that provides the best overall value.

Your technical proposal should consist of the following sections (each detailed in the following pages). Your technical proposal should be submitted as one document that addresses all components listed below.

● (4.1) Cover Page

● (4.2) Response to Scope of Work

● (4.3) Plan for Diversity and Equity

● (4.4) References

● (4.5) Insurance Documentation

● (4.6) Standard Contract Forms

4.1. COVER PAGE

Please include a cover page as the first page of your technical proposal.

COVER PAGE

RFP Title and Number Boston Pre-K Community-Based Providers

(EV00017868)

Primary Organization Name

Contact Information Name

Title

Address

Email

Phone

A brief introduction highlighting why you would be a good partner for the City on this project (4-5 sentences).

4.2.RESPONSIBILITY AND RESPONSIVENESS

Please include a brief narrative describing how you meet each of the minimum evaluation criteria (see section 3.2).

4.3.RESPONSE TO SCOPE OF WORK

This section is where you tell us how your solution meets or exceeds our needs by answering the questions/prompts below. Feel free to use anything (e.g. graphics, links to your work, etc.) that helps you make your case. To understand how we will evaluate your proposal generally, and this section specifically, see section 3.3, “Comparative Evaluation Criteria.”

4.4.REFERENCES

Please submit three references from similar projects occurring in the last five years.

BPS will contact these references if after evaluation your proposal is determined to best meet BPS’ needs.

REFERENCE FORMAT

Contact for whom work was performed

Reference Name and Title

Phone number

Email

Project Start and End Dates

Brief Project Description

4.5.CERTIFICATIONS

Please provide a copy of this section with your bid, signed and dated. This certification should be signed by the person submitting the proposal.

If you currently have a different level of insurance coverage than that described in Appendix 3 and you do not plan to comply with these insurance requirements, please include an explanation in your proposal why your existing coverage is sufficient to manage the risk of this project.

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.

The undersigned certifies that s/he has read the standard contract terms in Appendix 2, understands that the winning vendor will be required to accept these terms, and understands that the winning vendor should not plan on being able to alter these terms.

Unless indicated otherwise in their proposal, the undersigned certifies that the firm they represent either currently complies or will plan to comply with the Insurance Requirements in Appendix 3 by the date of contract signing, and will provide documentation of such coverage to BPS.

The undersigned certifies that, to the best of his knowledge, s/he has reviewed both this RFP and any additional official addenda before submitting his bid.

Signature:

Name:

Title:

V. YOUR PRICE PROPOSAL

● IMPORTANT: The Price Proposal (and all pricing information) MUST be submitted separately from the remainder of the proposal. No price information may be included in the Technical Proposal. If you do not separate all pricing information from your Technical Proposal, your proposal will be rejected.

● Please note:

● The total price will be used to compare price proposals.

● In the price proposal, the City asks that you provide detailed pricing for all deliverables in the SOW with the understanding that the deliverables and quantities of goods and services the City notes in this RFP are estimates only and that the final SOW may change during contract negotiations between the City and the selected vendor(s).

● Labor and delivery are assumed to be included in the price.

● Equipment cost for required proprietary equipment must be noted and included in the price proposal (e.g., tooling for maintenance, software/firmware subscription).

● No additional charges will be allowed, unless they are included in your Price Proposal, including travel and related lodging, subsistence, miscellaneous (ad-hoc) expenses or other expenses.

● Any taxes due will be assumed to be included in your price of services.

Boston is exempt from federal excise taxes (Federal Exemption No.

A-108-328) and from Massachusetts sales and use taxes (Certificate No.

E-046-001-380). Exemption certificates will be provided, if requested, following the award.

● The vendor will bear the onus of any errors made in pricing the services (e.g., omitting a component of the services).

5.1. PRICE PROPOSAL (REQUIRED)

Please prepare a detailed Price Proposal by making a copy and completing the bid sheet provided below and attached as an attachment to the Event.

Again, the total price will be used to compare price proposals.

[https://docs.google.com/spreadsheets/d/1Y4zQOelZHpG5Q0OZRbGkIHi6DG7Xh uxE/edit?gid=820733249#gid=820733249]

5.2. SUPPLEMENTAL INFORMATION (OPTIONAL)

You have the option (but are not required) to attach additional information describing any costs that don’t fit into the above template, to describe the reasoning behind your pricing, or to state any assumptions you made while filling out the template.

https://docs.google.com/spreadsheets/d/1Y4zQOelZHpG5Q0OZRbGkIHi6DG7XhuxE/edit?gid=820733249#gid=820733249 https://docs.google.com/spreadsheets/d/1Y4zQOelZHpG5Q0OZRbGkIHi6DG7XhuxE/edit?gid=820733249#gid=820733249

VI. SUBMISSION INSTRUCTIONS

To be considered responsible and eligible, you must submit a complete proposal prior to Friday, October 23rd at 12:00 PM .

Complete applications can be submitted in two ways:

● Electronically, through the City of Boston Supplier Portal( Preferred)

; or

● Physically, by mail or physical delivery.

Complete instructions for each of these methods are provided below. The City does not accept proposals submitted by email or by any other means.

Applicants often run into technical issues with the City of Boston Supplier Portal. We strongly recommend submitting your proposal in advance of the deadline to allow for enough time to navigate any technical issues you may have.

The City will NOT be able to consider proposals that are submitted late or that do not follow these guidelines.

6.1. CHECKLIST FOR SUBMITTING PROPOSAL

This checklist is for your use only; you do not need to submit this checklist along with your proposal. Respondents are strongly advised to complete the checklist before submitting their proposal to avoid disqualification. Your completed proposal should include:

CHECKLIST ITEM

COMPLETE

IMPORTANT: Submit separate technical and price proposals. (Do NOT include any price information in your technical proposal, otherwise your proposal will be rejected.)

A. TECHNICAL PROPOSAL

Included a cover page with all required information (section 4.1) Included a narrative describing responsibility and responsiveness (section 4.2)

Included a narrative your response to the Scope of Work (section 4.3) Included required references (section 4.4) Included required certifications (section 4.5)

B. PRICE PROPOSAL

Provided detailed budget and pricing (section 5.1) Provided additional information about pricing proposal (optional, section 5.2)

6.2. SUBMITTING PROPOSAL VIA BOSTON’S SUPPLIER PORTAL

Vendors can submit a proposal electronically through the Supplier Portal. You can access the Supplier Portal from boston.gov/procurement at the Supplier Portal link.

We do not accept proposals submitted via email or other electronic communication.

To submit using the Supplier Portal, follow the steps on this website https://www.boston.gov/sites/default/files/embed/e/entering_a_bid_on-line_1.

pdf. Below is a summary of those steps:

1. REGISTER (If you are not yet registered as a “bidder” on the Supplier Portal)

a. https://www.boston.gov/departments/procurement/how-use-suppli er-portal provides step-by-step instructions to register.

2. FIND EVENT:

a. Log in to your account.

b. Click Main Menu > Manage Events and Place Bids > View Events and

Place Bids.

c. Enter “EV00017868 into the search box and click “Search” button.

d. Click “ Boston Pre-K Community-Based Providers.”

e. Click “View Event Package.” Here you can download forms and documentation linked to this RFP. We recommend starting with “Main RFP Document File name.”

f. Click the ‘OK’ button to return to the ‘Event Details’ page.

3. ENTER YOUR BID:

a. Click on the ‘Bid On Event’ button.

b. Attach or enter your technical proposal, price proposal and forms.

4. SUBMIT YOUR BID:

a. Once you have responded to all required fields, you may click “Validate

Entries” to confirm if your application is ready to be submitted.

b. To submit your bid, click “Submit Bid.”

We recommend submitting your proposal at least 24 hours prior to the deadline.4

4 Please note that Supplier Portal file uploads are limited to a 59-character file name length.

http://boston.gov/procurement https://www.boston.gov/sites/default/files/embed/e/entering_a_bid_on-line_1.pdf https://www.boston.gov/sites/default/files/embed/e/entering_a_bid_on-line_1.pdf https://www.boston.gov/departments/procurement/how-use-supplier-portal https://www.boston.gov/departments/procurement/how-use-supplier-portal

6.3. SUBMITTING VIA MAIL / PHYSICAL DELIVERY

You may submit hard copies of the Technical and Price Proposals by mail, delivery service, or in person. If you choose to submit a hard copy, you must submit two separate envelopes: a complete Technical Proposal in one sealed envelope and a Price Proposal in a second sealed envelope.

The envelopes should be clearly marked as follows:

ENVELOPE #1 - TECHNICAL PROPOSAL

**technical proposal should have absolutely no reference to price**

ENVELOPE #2 - PRICE PROPOSAL

Boston Pre-K Community-Based Providers

RFP Number: EV00017868

TECHNICAL PROPOSAL

Submitted by: [Name of Vendor]

[Date Submitted]

Boston Pre-K Community-Based Providers

RFP Number: EV00017868

PRICE PROPOSAL

Submitted by: [Name of Vendor]

[Date Submitted]

The envelopes should be delivered or mailed to:

MAILING/DELIVERY ADDRESS

Jazmin Flores The Business Service Office Boston Public Schools Business Services 4th floor 2300 Washington Street Roxbury MA 02119

VII. APPENDICES

APPENDIX 1: RFP TERMS AND CONDITIONS

Please be familiar with these terms and conditions at the time of proposal submission to ensure that you are able to meet them if awarded the contract.

1. CANCELLATION, REJECTION, AND WAIVER

The City is under no obligation to proceed with this RFP and may cancel the RFP at any time with or without the substitution of another. The City reserves the right to reject in whole or in part any or all Proposals, when the City determines that rejection serves the best interests of the City. The City may waive minor informalities in the Proposal or allow the Vendor to correct them.

2. WITHDRAWAL OR MODIFICATION OF PROPOSAL

The City may allow a Vendor representative bearing proper authorization and identification to sign for, receive and withdraw the Vendor's unopened Proposal prior to the submission deadline. A Vendor that seeks to correct or modify its Proposal may do so by withdrawing the initial submission and then submitting a modified Proposal prior to the submission deadline.

3. PROPOSAL VALIDITY PERIOD

By submitting a Proposal the Vendor agrees that its Proposal is valid for one hundred eighty (180) days following the submission deadline unless extended by mutual agreement.

4. PROPOSAL COSTS

Any and all costs incurred by a Vendor in preparing a Proposal and throughout the RFP process are ineligible for reimbursement by the City.

5. TAXES

The City is a tax-exempt organization. However, should any part of the Contract be subject to taxes, unless otherwise specified in this RFP, the Vendor shall include and be responsible for paying all taxes that are applicable.

6. SUBCONTRACTORS

The City will contract with one Contractor who will be solely responsible for contractual performance and who shall be the sole point of contact for the City with regard to Contract matters. In the event the Contractor utilizes one or more Subcontractors, the Contractor will assume all responsibility for performance of services by the Subcontractor(s).

The City must be named as a third party beneficiary in all subcontracts. A list of all Subcontractors proposed to take part in the performance of the Contract shall be provided to the City for approval prior to Contract execution.

7. USE OF CITY NAME

The Contractor and any Subcontractor(s) agree not to use the City of Boston name or seal, or that of any other City Agency or Department in advertising, trade literature, or press releases without the prior approval of the City.

8. AWARD AND CONTRACT

If a Contract is awarded, the Contract will be awarded to that responsive and responsible Vendor whose Proposal is deemed most advantageous to the City taking into consideration the evaluation criteria and Proposal Pricing. The City will contract with the selected Vendor that best meets the City's needs and may not necessarily make an award to the lowest price bidder.

An award letter or award notification is not a communication of acceptance of a Vendor's proposal. No final award has been made until final execution of a Contract by the Vendor and the City of Boston (by its Awarding Authority/Official and the City Auditor), and the approval of the final Contract by the Mayor of Boston, as well as Contractor receipt of a City issued Purchase Order. Until such time, the City may reject any or all proposals or elect not to proceed with this RFP. The Vendor shall not furnish any services, equipment, materials or labor unless a fully executed and approved Contract and Purchase Order is received from the City, and funds are appropriated for the Contract.

9. CONTRACT

In addition to the City of Boston's Standard Contract, Forms CM-10 and CM-11, and any applicable supplemental terms and conditions that are part of this RFP, the Contract will include, without limitation, City required forms and certifications, including the City's CORI Compliance Certification, Living Wage form, Wage Theft Form, Contractor Certification, and Certificate of Authority.

These forms are attached hereto and/or are available upon request. The submitted Proposal, along with the RFP, will also be part of the Contract between the City and the Contractor.

The Contract is subject to the availability and appropriation of funds and may be canceled by the City without penalty in any year in which an appropriation is not made.

10.TERM OF CONTRACT

Successful proposers will be awarded a Three year contract.

11. PUBLIC RECORDS

Proposals shall be confidential until the completion of the evaluations, or until the time for acceptance specified in the RFP, whichever is earlier. Thereafter, proposals will be public records. Do not submit confidential information in your Proposal. 8.1

APPENDIX 2: CONTRACT TERMS AND CONDITIONS

Please be familiar with these terms and conditions at the time of proposal submission to ensure that you are able to meet them if awarded the contract.

All applicants are required to review (but not sign or submit) the following documents at this stage. By submitting a proposal, an applicant acknowledges that if they are selected as the winning bidder, they will be required to complete and provide each of the below forms to the City as part of the contract package:

1. Form CM-06 – Certificate of Authority (Only Required for Corporations) https://www.boston.gov/sites/default/files/file/2025/06/CM-06.pdf

2. Form CM-09 – Contractor Certification

3. Form CM-10 and CM11 – Standard Contract Document & General Conditions

4. Form CM-10/11 - Supplemental IT Terms & Conditions (for IT projects only)

5. CM Forms Form 15A, Form 15B – CORI Compliance & Standard

6. Form CM-16) – Wage Theft: Complete and submit with your proposal

7. Form Wage-1 – Requirements Of The Boston Jobs, Living Wage, And

Prevailing Wage Ordinance

8. Form Wage-2 – The Boston Jobs, Living Wage, And Prevailing Wage

Ordinance Vendor Agreement

APPENDIX 3: INSURANCE REQUIREMENTS AND RECOMMENDATIONS

As noted in Section III, Your Technical Proposal, the City recommends the following levels of insurance. If you have a different level of coverage, please remember to explain in your Technical Proposal why that is sufficient for the work required under this RFP.

The Contractor shall purchase and maintain during the term of the Contract all insurance required by the Commonwealth of Massachusetts and as required in this section, and will assure that subcontractors carry similar and appropriate coverage.

These requirements shall not be construed to limit the liability of the Contractor or its insurer.

Insurance will be issued by insurance companies licensed to write insurance in their domicile state and the Commonwealth of Massachusetts, and will have a current Best’s rating of A- VII or above. Insurance Certificates on Acord Form 25 evidencing all requirements listed below shall be delivered to the Official by the selected vendor prior to the execution of any contract. Additionally, renewal certificates must be delivered within 30 days prior to the expiration of the preceding policy.

Insurance Recommendations:

1. Workers’ Compensation insurance as required from under General Laws c.152 (the Workers’ Compensation Law) and including employer’s liability https://www.boston.gov/sites/default/files/file/2025/06/CM-09.pdf https://drive.google.com/file/d/1KPoQBuzMCIBqO6gKOOEdXzQq62zbTDox/view?usp=drive_link https://drive.google.com/file/d/1KPoQBuzMCIBqO6gKOOEdXzQq62zbTDox/view?usp=drive_link https://drive.google.com/file/d/1lL0q43B1ddAV__JIPZ_aqtU3ykwkkLRI/view?usp=drive_link https://drive.google.com/file/d/1x9wQlTq0pLvO0C4QulBmFaqXTQnaZBBV/view?usp=drive_link https://drive.google.com/file/d/1evoX0VvMv4ya-eIwz6AABBc4G2WHJG2-/view?usp=drive_link https://www.boston.gov/sites/default/files/file/2025/04/WAGE-1%20FY26%20%28Notice%20to%20Vendor%29.pdf https://drive.google.com/file/d/1V2DxJJHFLS5S8rWSTln4sB2_ibRe90rQ/view?usp=drive_link limits of one million ($1,000,000) per accident and per employee, including disease.

2. Commercial General Liability with coverage no less than ISO CGL Form, CG00 01 0413, for one million ($1,000,000) per occurrence and two million ($2,000,000) annual aggregate limit per location or project basis.

3. Automobile Liability (Any Auto/Hired/Non-owned) for one million ($1,000,000) combined single limit per accident.

4. Umbrella Liability excess of Commercial General Liability, Employer’s Liability and Auto Liability for one million ($1,000,000) each occurrence. In lieu of umbrella liability, required limits may be achieved by purchasing higher limits on individual policies.

5. Technology Errors & Omissions / Cyber Liability / Security & Privacy: for one million ($1,000,000) per claim and one million ($1,000,000) in the aggregate with coverage continuing for one year after completion or termination of the Agreement. Policy must specifically include: a) computer or network systems attacks, b) denial or loss of service, c) introduction, implantation or spread of malicious software code, d) unauthorized Access and Use of computer systems, e) privacy liability, and f) breach response coverage equaling at least 50% of liability limit.

6. Third Party Crime / Employee Dishonesty: for $1 million per claim and $1 million in the aggregate. Coverage required if vendor will have access to personal or municipal financial information and/or records maintained by City

General Conditions:

● City of Boston must be named as Additional Insured on all policies except, Workers’ Compensation and Employer’s Liability.

● Above insurance shall be primary and noncontributory over any such insurance available to the City of Boston, its officials, employees and volunteers.

● Waiver of Subrogation will be included as respects all coverages listed above in favor of the City of Boston. The Workers’ Compensation Policy must be specifically endorsed and noted as such in the required certificate.

● All policies will be endorsed to provide thirty days written notice to the certificate holder, the City of Boston, in the event of cancellation, non-renewal or material changes in coverage. Such endorsements must be attached to the Certificate.

3.3.MINIMUM EVALUATION CRITERIA

4.5.CERTIFICATIONS

V.YOUR PRICE PROPOSAL

VI. SUBMISSION INSTRUCTIONS

6.1.CHECKLIST FOR SUBMITTING PROPOSAL