Childcare Services at the MAAB RFP 3.19.26.docx

Central Management Services Request for Proposal Childcare Services at MAAB

26-416CMS-BOPM4-B-50869

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois Department of Central Management Services (CMS) is issuing this Request for Proposal (RFP) to establish a long-term concessions contract pursuant to 30 ILCS 500/53– (c) with a qualified, licensed day care provider to operate the State of Illinois Child Development Center (the Center) located at the Michael A. Bilandic Building, 160 N. LaSalle Street, Chicago, IL 60601.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

CMS is seeking to partner with a qualified, licensed day care provider interested in the opportunity to continue the operation of the Child Development Center (referred to as the Center) currently operating in the Michael A. Bilandic Building (MABB). The Center is currently licensed for 78 children, ages 2-7 years old. The Center’s estimated square footage is:

Total indoor space = 7668 square feet, consisting of Program space = 6641 square feet Administrative space = 1027 square feet Outdoor space = 4236 square feet, including a play area and storage on the roof top

The Offeror will be responsible for the day-to-day operations of the Center. The selected Offeror must be willing to work with CMS and the current vendor to ensure a smooth transition for the children and parents who use the Center.

The selected Offeror will meet with CMS as often as necessary to plan and execute this transition. Offeror will agree to adhere to deadline and milestones established by CMS in preparation for assuming responsibility for the Center.

Offeror will always, be in compliance with the Department of Children and Family Services (DCFS) Rule 407, Licensing Standards for Day Care Centers.

Offeror shall develop and distribute to parents a handbook that contains all information as required by DCFS Rule 407.70(i), Licensing Standards for Day Care Center.

CMS will be responsible for monitoring the Offeror to assure contract compliance with the program proposal and progress toward achieving National Association of the Education of Young Children (NAEYC) accreditation. The Offeror will be responsible for compliance with the contract and programmatic requirements. During the first year of operation, monitoring reviews will be held a minimum of quarterly. In subsequent years, monitoring reviews may be held a minimum of semi-annually or annually as deemed appropriate by CMS.

A.3. TERM

A.3.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have a term of eight (8) years commencing upon “the last dated signature of the Parties”. In no event will the total term of the contract, including the term, any renewal terms, and any extensions, exceed ten (10) years. Vendor shall not commence billable work in furtherance of the contract prior to final execution of the contract except when permitted pursuant to 30 ILCS 500/20-80. NO RENEWAL TERM.

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

Enrollment is open to all children of federal, city, county and state government employees but 51% of enrollees must be children who are under the custody of State employees. In the event that enrollment drops below 55 children, enrollment may be open to non-government employees with permission from CMS. The enrollment percentage must always be higher for children of state employees than non-state employees. Waiting lists must be submitted monthly to the CMS Childcare Coordinator. There are approximately twenty-three (23) state government employee children and thirty-four (34) non-government employee children currently enrolled.

No person shall on the basis of race, color, national origin, sex, sexual orientation or religion, be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity of or at the Center.

The Center operates five days a week, year-round, Monday through Friday. The hours of operation are 7:30 a.m. to 6:00 p.m. The Center will close for all state and federal holidays.

The Offeror is responsible for marketing the Center to state employees. As needed and where possible, CMS will assist in this process by posting information on bulletin boards, the department’s electronic bulletin board and internal newsletters as well as asking other State agencies to do the same.

The Offeror shall pay the State a flat Monthly Facility Fee of $1,200.00, which covers the Offeror’s use and occupancy of the State-owned childcare center. This fee includes all HVAC, janitorial, security, and utility costs associated with the space. Regular maintenance and routine repairs of existing State-owned equipment and facilities (including the rooftop playground) will be coordinated and handled by the Department of Central Management Services (CMS). If outside contractors are required, CMS will obtain quotes and review them with the Offeror prior to work being authorized. If any repairs or damages are determined to have resulted from vendor or client negligence, the Offeror will be solely responsible for the full cost of such repairs. The State will remain responsible for any repairs or replacement of the playground equipment located on the rooftop space. Any requests by the Offeror for such repairs or replacements must receive prior approval from CMS. If approved, the cost of repairs or replacement will be amortized over the useful life of the equipment, and a portion of that amortized cost will be included in the Monthly Facility Fee paid by the Offeror to the State for the duration of the contract.

CMS will identify the Childcare Coordinator and contact information as part of the Contract.

Section C. PROPOSAL REQUIREMENTS Only Electronic Submissions through BidBuy of Offers will be Accepted

C.1. REQUIRED DOCUMENTS TO COMPLETE AND SUBMIT

The Offeror shall submit the listed documents in BidBuy under the Attachments tab in the appropriate “Required Attachments” spaces.

· Vendor Disclosure or IPG Active Registered Vendor Disclosure

· Technical response

· Offer to the State of Illinois

· Commitment to Diversity Blank documents may be found on the Chief Procurement Officer for General Service’s website at https://cpo-general.illinois.gov/solicitation-and-contract-templates.html and on the BidBuy posting under “File Attachments:”. Business Enterprise Program/Veterans Small Business Program Utilization Plan may be downloaded from the Commission on Equity and Inclusion’s website at https://cei.illinois.gov/purchasing-entity-resources/compliance.html.

Failure to submit Vendor Disclosure or IPG Active Registered Vendor Disclosure, as applicable, and the Utilization Plan(s), as applicable, with the Offer submitted in BidBuy shall render the Offer non-responsive.

Offerors are required to submit their response to the State’s solicitation through BidBuy. Any information sent to the State outside of BidBuy, for example by US Mail, FedEx, UPS, e-mail, or hand delivery, will neither be accepted nor considered. Offeror submissions will only be considered if they are received through BidBuy and on or before the time and date indicated as the “Bid Opening Date” on the BidBuy posting. Any required attachments must be submitted via BidBuy.

Price entries on the Items tab will be locked automatically upon submission of the quote. Entering cost, pricing or discount information in the Alternate Description may result in disqualification. If the agency requires pricing to be submitted in an attachment, Offeror shall upload pricing under the “Required Documents” section on the Attachments tab and check the box “Does the attachment contain any pricing, cost or discount information?”. Failure to check this box allows your pricing to be viewed when bids are opened and will result in disqualification of your offer. NOTE: Do not check “Does the attachment contain any pricing, cost or discount information” if the attachment does NOT include pricing, cost, or discount information.

Documents shall be submitted in an electronic format that is accessible and readable using Microsoft Office suite software or Adobe Reader. Corrupted files shall not be considered. It is the Offeror’s responsibility to check that files are accessible and legible after uploading.

The Offeror is solely responsible for ensuring timely submission of their electronic solicitation response. Failure to allow adequate time prior to the Bid Opening Date to complete and submit a response to a solicitation, particularly in the event technical support assistance from the State is required, places the Offeror and their offer or response at risk of not being accepted.

The State encourages the Offeror to ensure that their BidBuy account is up-to-date. It is recommended that you access your BidBuy account prior to the solicitation due date and time to make sure that your company’s information is up-to-date and your password is current. Files may be uploaded at any time prior to submission.

File size may impact the uploading and downloading speed and may lead to browser time-outs, resulting in failed upload/download attempts. Please consider this dependency when attaching very large documents.

OFFEROR INSTRUCTIONS TO SUBMIT IN BIDBUY

Create Quote:

Note: any pricing entered in the Unit Cost of the Items Tab will be locked until after Technical Evaluations take place. Do not enter cost, pricing, or any discount information in the Alternate Description field. Entering cost, pricing or discount information in the Alternate Description may result in disqualification.

Note: If taking any exceptions to Standard Terms and Conditions an offeror must submit a redline version of the Standard Terms and Conditions with their proposal.

: “Upload” (next to each required attachment) : “Choose File” Note: If a pricing document is required, mark the box next to the question, “Does this attachment contain any pricing, cost, or discount information?”

Failure to mark this box when attaching a pricing document will result in disqualification.

Check this box ONLY if a separate pricing document is required.

Do NOT check this box for any other required quote attachment such as the Technical Proposal, Vendor Disclosure / IPG Active Registered Vendor Disclosure, or Utilization Plan(s), or Offer.

Offerors may also view the “Request for Proposal (RFP) Vendor Submission Instructions Video found at https://cpo-general.illinois.gov/vendor-resources.html

C.2. DUE DATE AND TIME FOR SUBMISSION OF OFFERS

Each solicitation contains the Offer due date and time, appearing as the “Bid Opening Date:” on the BidBuy posting. Offeror shall submit Offers in BidBuy, and the State shall open Offers electronically in BidBuy on the “Bid Opening Date”. The Offer must remain firm for 180 days from opening.

C.3. CONFLICT BETWEEN INFORMATION IN ELECTRONIC DOCUMENTS AND ON BIDBUY

If the State provides information in electronic documents (i.e., the RFP and other attachments) that is different or in conflict with the information the State provides on BidBuy, then the information in electronic documents is presumed to represent the State’s intent. If the Offeror provides information in electronic documents that is different or in conflict with the information the Offeror provides in BidBuy through their Seller Account, then the information in electronic documents shall represent the Offeror’s intended submission.

C.4. PUBLISHED PROCUREMENT INFORMATION

The State publishes procurement information, including solicitations, awards, and amendments, on the Chief Procurement Officer for General Services’ Illinois Procurement Bulletin, known as the Bulletin or BidBuy (https://www.bidbuy.illinois.gov/bso/). Procurement information may not be available in any other form or location. Offeror is responsible for monitoring BidBuy. The State will not be held responsible if Offeror fails to receive the optional e-mail notice of future amendments to the solicitation.

C.5. INFORMATION CONTACT

The individual listed in the “Info Contact:” field on the BidBuy posting shall be the single point of contact for this solicitation. Unless otherwise directed, Offeror should only communicate via email with the Information Contact. The State/Agency shall not be held responsible for information provided by or to any other person.

Suspected errors should be immediately reported to the Information Contact. Do not discuss, directly or indirectly, the solicitation or any Offer with any State officer or employee other than the Information Contact.

C.6. OFFEROR QUESTIONS AND AGENCY RESPONSE

All questions, other than questions raised at the Pre-Submission Conference, pertaining to this solicitation must be submitted in writing to the Information Contact no later than 7 calendar days after the pre-submission conference. Questions received and Agency responses may be posted as a Bid Amendment to the original solicitation on BidBuy; only these posted answers to questions shall be binding on the State. Offeror is responsible for monitoring BidBuy and BidBuy email notifications.

C.7. PRE-SUBMISSION CONFERENCE

The Agency will conduct a Non-Mandatory Pre-Submission Conference and walk-through at the Center’s location. Please refer to BidBuy attachments titled “Pre-Submission Conference Information” and “Pre-Submission Walk Through Information” for details on attending.

C.8. SMALL BUSINESS SET-ASIDE

In the Bulletin posting, if “Yes” is shown to the question “Is this a Small Business Set-Aside Procurement?”, then Offeror must be registered by the Illinois Small Business Set-Aside Program at the time Offers are due for the Offer to be evaluated. For requirements on qualifying Offeror’s business in the Small Business Set-Aside Program, please go to the Chief Procurement Office for General Service’s website at https://cpo-general.illinois.gov/sell-2-illinois.html .

C.9. SECURITY

Bid/Performance Bond: N/A. If a bond is required, Offeror must submit the Bid Bond with your offer or Performance Bond to the Information Contact within ten (10) days after contract execution. The bond must be from a surety licensed to do business in Illinois. An irrevocable letter of credit is an acceptable substitute. The form of security must be acceptable to the State.

C.10. TERMS AND CONDITIONS

Standard Terms and Conditions will become a part of any resulting contract. To view the Standard Terms and Conditions, please go to https://cpo-general.illinois.gov/solicitation-and-contract-templates.html.

Section D. EVALUATION PROCEDURES

D.1. EVALUATION PROCESS

The State assesses each Offer for Responsibility (E.10) and Responsiveness. The State considers the information provided and the quality of that information when assessing Offers. If the State finds a failure or deficiency, the State may reject the Offer or reflect the failure or deficiency in the assessment.

There are three scored parts to each proposal – technical, commitment to diversity, and pricing. Each part of the proposal is evaluated and ranked independently of the other parts of the proposal. The results of the evaluation of all three parts shall be used in ranking the proposals.

The State may award to the most responsive and responsible offeror whose offer best meets the specified criteria.

D.2. RESPONSIVENESS

A responsive offeror is one who submits an offer that conforms in all material respects to the Request for Proposal and includes all required forms.

D.2.1. The State will determine whether the Offeror complied with the instructions for submitting offers. Except for late submissions, and other requirements that by law must be part of the submission, the State may require that an Offeror correct deficiencies as a condition of further evaluation.

D.2.2. Subcontractor Disclosure: If the Offer includes any subcontractors, then Offeror shall complete the Subcontractor Disclosure section of the Offer to the State of Illinois.

D.2.3. If completing IPG Active Registered Vendor Disclosure, then responsiveness may include and may not be limited to:

· Active Illinois Procurement Gateway registration # with expiration date

· Certifications timely to this solicitation

· Disclosure of lobbyists for Offeror and parent entity(ies)

· Disclosure of pending and current contracts

D.2.4. If completing Vendor Disclosure, required parts may include and may not be limited to:

D.2.5. The State will determine whether the Offer meets the stated Technical requirements. Minor differences or deviations that have negligible impact on the price or suitability of the supply or service to meet the State’s needs may be accepted or corrections allowed. If no offeror meets a particular Technical requirement, the State may waive that requirement.

D.2.6. When the specification calls for “Brand Name or Equal,” the brand name product is acceptable. Other products will be considered with proof that the other product meets stated specifications and is equivalent to the brand product in terms of quality, performance, and desired characteristics.

D.3. EVALUATION METHODOLOGY

The Technical Requirements are described in Sections F.1., F.2., and F.3. The State evaluates the Technical Requirements without consideration of price.

D.3.1. Total Number of Points Available for Technical Requirements is: 625

D.3.2. Offeror shall complete and return Sections F.1., F.2. and F.3.

D.3.3. Relative Weight in Point Format

D.4. COMMITMENT TO DIVERSITY ELEMENTS

Sections 20-15 and 35-30 of the Illinois Procurement Code (30 ILCS 500/) require offerors to be evaluated on their commitment to diversity. The points available for Commitment to Diversity are described in Section F.4. and are equivalent to 20% of the Technical Requirements points. The State evaluates Commitment to Diversity without consideration of price.

D.4.1. The total number of points for Commitment to Diversity is 125.

D.4.2. Offeror shall complete and return Section F.4 Commitment to Diversity

D.4.3. Commitment to Diversity Categories: The percentages at the end of each section reflect the weighted distribution of points available identified in D.4.1.

Commitment to Diversity Categories

Category 1 – BEP Compliance - Whether the Offeror meets the set goal for contracting or subcontracting with businesses owned by women, minorities, or persons with disabilities or completed a Good Faith Effort Waiver for this procurement. 5%

Category 2 – Subcontracting/Contracting with any WMD businesses (not limited to BEP vendors) - Whether the Offeror has contracted/subcontracted within the prior calendar year with businesses owned by women, minorities, or persons with disabilities. 10%

Category 3 – Diversity, Equity and Inclusion (DEI) Spend – Offeror’s percentage of business, education and/or community spend from prior calendar year gross revenue that involves businesses owned by women, minorities and/or persons with disabilities. The assisted businesses are not required to be certified in the Illinois Business Enterprise Program. 20%

Category 4 – DEI Time - Offeror’s hours spent in the prior calendar year on promoting DEI in the workplace, the community, education institutes, or supporting businesses owned by women, minorities, or persons with disabilities. The assisted business is not required to be certified in the Illinois Business Enterprise Program. The success or failure of each event does not impact the points achieved. The event may be voluntary or paid time. 20%

Category 5 – DEI Policies - The vendor has provided a written copy/screenshot of their current written workforce diversity, equity, and inclusion (“DEI”) policy. The policy provided must be actionable plans, not overarching concepts around DEI. 10%

Category 6 – Diversity in Staffing - % of individuals on governing board and/ or Senior executives who identify as women, minorities or person with disabilities. 10% % of individuals in management /supervisor positions who identify as women, minorities or person with disabilities. 13% % of total staff who identify as women, minorities or person with disabilities. 12%

D.5. PRICE

The State opens Price proposals after evaluating all Technical and Commitment to Diversity proposals.

If the State does not consider the price to be fair and reasonable and negotiations fail to meet an acceptable price, the State reserves the right to cancel the award and take appropriate action to meet the needs of the State. The State determines whether the price is fair and reasonable by considering the offer, including the offeror's qualifications, the offeror's reputation, all price proposals submitted, other known prices, the project budget, and other relevant factors.

D.5.1. The total number of points for Price is 188.

D.5.2. The State will determine Price points using the following formula:

Maximum Price Points X (Lowest Price/Offeror’s Price) = Total Price Points

D.6. MAXIMUM AVAILABLE POINTS

The maximum number of points is 625 (Technical) + 125 (Commitment to Diversity) + 188 (Price) = 938 maximum available points.

Section E. ADMINISTRATIVE REQUIREMENTS

E.1. GOVERNING LAW AND FORUM

Illinois law and rules govern this solicitation and any resulting contract. Offeror must bring any action relating to this solicitation or any resulting contract in the appropriate court in Illinois. This document contains statutory references designated with “ILCS”. To view the full text, go to https://ilga.gov/Legislation/ILCS/Chapters. The Illinois Procurement Code (30 ILCS 500) and the Standard Procurement Rules (44 ILL. ADM. CODE PART 1) are applicable to this solicitation. To view them respectively, go to and Illinois General Assembly - ADMINISTRATIVE CODE.

E.2. PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIAL TREATMENT

Offers become the property of the State. All offers will be open to the public under the Illinois Freedom of Information Act (FOIA) (5 ILCS 140) and other applicable laws and rules, unless Offeror requests in its Offer that the State treat certain information as confidential. A request for confidential treatment will not supersede the State’s legal obligations under FOIA. The State will not honor requests to keep entire Offers confidential. Offerors must show the specific grounds in FOIA or other law or rule that support confidential treatment. Regardless, the State will disclose the successful Offeror’s name, the substance of the Offer, and the price.

If Offeror requests confidential treatment, Offeror must submit additional copy/copies (see Instructions for Submission of Offers in Section C.) of the Offer with proposed confidential information redacted. This redacted copy must tell the general nature of the material removed and shall retain as much of the Offer as possible. In a separate attachment, Offeror shall supply a listing of the provisions identified by section number for which it seeks confidential treatment and identify the statutory basis or bases under Illinois law, including a detailed justification for exempting the information from public disclosure.

Offeror will hold harmless and indemnify the State for all costs or damages associated with the State defending Offeror’s request for confidential treatment. Offeror agrees that the State may copy the Offer to facilitate evaluation, or to respond to requests for public records. Offeror warrants that such copying will not violate the rights of any third party.

E.3. MINORITY CONTRACTOR INITIATIVE

The State requires a fee of $15 to cover expenses related to the administration of the Minority Contractor Opportunity Initiative. Any offeror awarded a contract of $1,000 or more under Section 20-10, 20-15, 20-25 or 20-30 of the Illinois Procurement Code (30 ILCS 500) is required to pay a fee of $15. The Comptroller shall deduct the fee from the first check issued to the Vendor under the contract and deposit the fee in the Comptroller’s Administrative Fund. 15 ILCS 405/23.9.

E.4. FEDERAL FUNDS

The resulting contract may be partially or totally funded with Federal funds. Upon notice of intent to award, the percentage of supplies and/or services involved that are Federally funded and the dollar amount of such Federal funds will be disclosed.

E.5. EMPLOYMENT TAX CREDIT

Offerors who hire qualified veterans and certain ex-offenders may be eligible for tax credits. 30 ILCS 500/45-67 and 45-70. Please contact the Illinois Department of Revenue (217-524-4772) for information about tax credits [35 ILCS 5/216, 5/217].

E.6. RESERVATIONS

Offeror must read and understand the solicitation and tailor the Offer and all activities to ensure compliance. The State reserves the right to amend the solicitation, reject any or all offers, award by item/services, group of items/services, or grand total, and waive minor defects. The State may request a clarification, inspect Offeror’s premises, interview staff, request a presentation, or otherwise verify the contents of the Offer, including information about subcontractors and suppliers. The State may request Best & Final Offers when appropriate. The State will make all decisions on compliance, evaluation, and terms and conditions, and shall make decisions in the best interests of the State and in accordance with the Illinois Procurement Code, rules and other applicable State and Federal statutes and regulations. This competitive process may require that Offeror provide additional information and otherwise cooperate with the State. If an offeror does not comply with requests for information and cooperate, the State may reject the offer as non-responsive to the solicitation. Submitting an offer does not entitle Offeror to an award or a contract. Posting a vendor’s name in a Bulletin notice does not entitle the vendor to a contract. The State is not responsible for and will not pay any costs associated with the preparation and submission of any offer.

Awarded Offeror(s) shall not commence and will not be paid for any billable work undertaken prior to the date all parties execute the contract, unless approved in writing in advance by the State Purchasing Officer or the Chief Procurement Officer (or designee).

E.7. AWARD

The State is not obligated to award a contract pursuant to this solicitation. If the State issues an award, the award will be made to the responsive and responsible offeror whose offer best meets the specified criteria unless otherwise permitted by the Illinois Procurement Code and Illinois Administrative Code. However, if the State does not consider the price to be fair and reasonable and negotiations fail to meet an acceptable price, then the State reserves the right to cancel the award and take appropriate action to meet the needs of the State. The State will determine whether the price is fair and reasonable by considering the offer, including the offeror's qualifications, the offeror's reputation, all prices submitted, other known prices, the project budget and other relevant factors. The State will post a notice to the Bulletin identifying the apparent most responsive and responsible offeror.

E.8. INVOICING ADDRESS

The awarded Vendor shall invoice at the completion of the contract unless invoicing is tied in the contract to milestones, deliverables, or other invoicing requirements agreed to in the contract. The Bulletin posting contains the “Bill-to Address:” where invoices should be sent.

Vendor shall not bill for any taxes unless accompanied by proof that the State is subject to the tax. If necessary, Vendor may request the applicable Agency’s Illinois tax exemption number and Federal tax exemption information.

E.9. PROTEST REVIEW OFFICE

Offeror may submit a written protest to the Protest Review Office following the requirements of the Standard Procurement Rules. 44 ILL. ADM. CODE 1.5550. For protests related to specifications, the Protest Review Office must physically receive the protest no later than fourteen (14) days after the solicitation or related addendum was posted to the Bulletin. For protests related to rejection of individual proposals or awards, the protest must be received by close of business no later than fourteen (14) days after the protesting party knows or should have known of the facts giving rise to the protest. The Protest Review Office’s information is as follows:

Chief Procurement Office Attn: Protest Review Office Email: cpogs.pro@illinois.gov

E.10. RESPONSIBILITY

A responsible Offeror is one who has the capability in all respects to perform fully the contract requirements and who has the integrity and reliability that will assure good faith performance. The State determines whether the Offeror is a “responsible” offeror; an offeror with whom the State can or should do business. For example, the State may consider the following:

E.10.1. A “prohibited bidder” includes any person assisting an employee of the State of Illinois by reviewing, drafting, directing, or preparing any invitation for bids, a request for proposal, or request of information, or providing similar assistance unless such assistance was part of a publicly issued opportunity to review drafts of all or part of these documents. For purposes of this section, an employee of the State of Illinois means one who, by the nature of his or her duties, has the authority to participate personally and substantially in the decision to award a State contract. No person or business shall submit specifications to a State agency unless requested to do so by an employee of the State. No person or business that contracts with a State agency to write specifications for a particular procurement need shall submit a bid or proposal or receive a contract for that procurement need.

Nothing herein is intended to prohibit a vendor from bidding or offering to supply developing technology, supplies or services after providing the State with a demonstration of the developing technology, supplies, or services; provided the subject of the demonstration to the State represents industry trends and innovation and is not specifically designed to meet the State's needs. Nothing herein is intended to prohibit a person or business from submitting a bid or offer or entering into a contract if the person or business: (i) initiates a communication with an employee to provide general information about products, services, or industry best practices and, if applicable, that communication is documented in accordance with Section 50-39 of the Illinois Procurement Code or (ii) responds to a communication initiated by an employee of the State for the purposes of providing information to evaluate new products, trends, services, or technologies.

E.10.2. Other factors that the State may use to evaluate to determine responsibility include, but are not limited to: political contributions, certifications, conflict of interest, financial disclosures, taxpayer identification number, past performance in business or industry, references (including those found outside the Offer), compliance with applicable laws, financial responsibility, insurability, effective equal opportunity compliance, payment of prevailing wages if required by law, capacity to produce or sources of supply, and the ability to provide required maintenance service or other matters relating to the offeror’s ability to deliver in the quality and quantity within the time and price as specified in this solicitation.

E.10.3. Awarded offerors must always have financial resources sufficient, in the opinion of the State, to ensure performance of the contract and must provide proof upon request. The State may require a performance bond if, in the opinion of the State, it ensures performance of the contract. The State may terminate the contract, consistent with the termination for cause provision of the contract, if the vendor lacks the financial resources to perform under the contract.

E.10.4. The State may require that an offeror correct any deficiencies as a condition of further evaluation.

E.11. BidBuy Terminology and Guidance: BidBuy is an online e-procurement system. There may be some difference between the procurement terminology used in this solicitation and the terms used in BidBuy. Please learn more about BidBuy by accessing the online resources found here:

https://pathway2procurement.illinois.gov/bidbuy.html

Section F. PROPOSAL FORMS Offeror must complete and return:

· The following three (3) tables include: Contract Requirements (Section F.1), and Technical Requirements: Mandatory Requirements with Evidence (Section F.2), and Proposed Technical Solution (Section F.3)

· Commitment to Diversity (Section F.4)

· Offer to the State of Illinois Please read and follow each instruction carefully.

F.1. CONTRACT REQUIREMENTS

Please read each contract requirement carefully in F.1. These contract requirements shall be included in any contract resulting from this solicitation.

CONTRACT REQUIREMENTS

F.1.1. The awarded Offeror’s staff members must meet the DCFS licensing standards for Day Care Centers for more than 50 children. For more information on DCFS Requirements, see: http:///.state.il.us/dcfs/docs/CFS105052.pdf, including the education requirements effective July 1, 2017.

F.1.2. The Director shall provide on-site supervision.

F.1.3. Offeror will carry primary comprehensive general liability insurance including the broad CGL endorsement (including product liability for food service and corporal punishment) in the amount of $1,000,000 as well as a $5,000,000 (annual aggregate) umbrella coverage. Offeror will carry vehicle liability insurance (owned/non-owned/hired automobiles) in the amount of $1,000,000 per occurrence combined single limit for bodily injury and property damage. Offeror will carry individual accident insurance for each child enrolled in the center in the amount of $5,000 per child.

F.1.5. Offeror and its employees are subject to security policies and will be issued a contractor’s identification badge. Each is responsible for wearing it prominently during all work hours and abiding by all applicable security policies.

F.1.6. Offeror will provide a name(s) and contact information of the person(s) responsible for the day-to-day operations and handling issues that arise.

F.1.7. Offeror will purchase all necessary equipment and supplies in support of the State’s learning objective and operation of the Center, e.g. teaching materials, art supplies, computers, computer accessories, mats, cots, toys, scooters, toilet tissue, hand soap, etc.

F.1.8. Offeror will obtain a satisfactory DCFS licensing report when visited by DCFS representatives. Offeror is required to submit a copy of the reports and license to the CMS Childcare Coordinator.

F.1.9. Offeror may conduct an annual parent survey and submit the results to the CMS Childcare Coordinator upon request. CMS reserves the right to review and approve the questionnaire prior to the Offeror conducting the survey and the Offeror will make all of the CMS’s changes to the survey, if any.

F.1.10. Offeror will comply with fire safety, radon testing and disaster preparedness guidelines and obtain acceptable reports upon inspections. Offeror is required to submit a copy of the reports to the CMS Childcare Coordinator upon request.

F.1.11. Offeror will be required to submit to the CMS Childcare Coordinator, financial statements as prepared or reviewed by an accountant annually throughout the Contract. These statements shall include company profits and the annual salaries for all staff (including the Director and Board Members). CMS reserves the right to require any other financial documentation and Offeror will comply.

F.1.12. Offeror shall cooperate with the State in monitoring performance, which may require the Vendor report progress and problems (with proposed resolutions) provide recourse of its performance, allow random inspections of its facilities, participate in scheduled meetings and provide management reports as requested by the State.

F.1.13. The Offeror shall protect the facilities, including walls and interior surfaces, from unnecessary marking, paint peeling, or other avoidable damage. The Offeror shall be fully responsible for any damages caused by unauthorized alterations, modifications, or changes, and shall, at its own expense, reinstate the premises to its original condition.

F.1.14. The Offeror shall safeguard all State-provided space and equipment, which remain the property of the State, against misuse or damage.

F.1.15. The Offeror shall comply with the State’s right to close the Center for repairs and shall not charge parents during such closure periods.

F.1.16. The Offeror shall coordinate with the State regarding janitorial services provided on weekdays and repair and maintenance of the premises and common areas. The Offeror shall remain solely responsible for all personal items, equipment, or other property not owned by the State or CMS.

By submitting an offer to this solicitation. The Offeror agrees that they will meet the contract requirements in Section F.1. These contract requirements are non-negotiable.

F.2. MANDATORY REQUIREMENTS WITH EVIDENCE

Please check “Met” to each of the mandatory requirements for the proposed solution. An Offeror that does not provide substantiating evidence for each requirement will be disqualified and the rest of the proposal will not be scored.

These Mandatory Requirements shall be included in any contract resulting from this solicitation.

Please provide substantiating evidence in your Proposed Technical Solution. Use the column on the right to indicate the section and page number where your evidence/response to each item may be found. The State will evaluate Offeror’s evidence/response to verify the mandatory requirement is met.

MANDATORY REQUIREMENTS WITH EVIDENCE

Proposal Section and Page Number

F.3. PROPOSED TECHNICAL SOLUTION – DESIRABLE ELEMENTS

Please explain how your organization meets or will meet each of the desirable elements. Use the column on the right to indicate the section and page number of your proposal where your response to each item may be found.

F.3.1. Staff Specifications-

· Provide the job descriptions and qualifications for each position that you propose to have in the program, including the Director.

· Identify what type of mandatory in-service training that is provided.

· Describe the staffing pattern proposed for the operation of the childcare center, including staff ratios per child and classroom.

· Rate your retention level of staff:

· Please describe the Director’s experience reviewing, assessing, or evaluating the operations of childcare or early childhood education centers, including any relevant accreditation, quality assurance, or compliance-related activities. The Offeror is encouraged to pursue accreditation from the National Association for the Education of Young Children (NAEYC) once operations have commenced and eligibility requirements are met. Offerors that currently hold NAEYC accreditation for another center may submit documentation as evidence of prior experience.

a. Provide a clear written plan to pursue the NAEYC accreditation for the proposed center within 12–24 months after operations commence.

b. Offerors that currently hold NAEYC accreditation for another center may submit documentation as evidence of prior experience.

F.3.2. Goals and Philosophy –

· Provide a brief summary of the overall philosophy in achieving:

· Learning responsible behavior such as sharing

· Respecting ethnic/cultural/age/sexual differences

· Promoting positive self-image

· Developing independence, initiative, and trust

· Promoting children’s curiosity about the world by encouraging observation, exploration, and experimentation

· Fostering imagination and creativity

F.3.3. Curriculum/Program Plan –

· Describe the child development program you will offer the children including, but not limited to:

a) Language skills

b) Developing large and small muscle skills

c) Improving eye-hand coordination and visual perceptual skills

d) Providing experience with math, science, art, music, drama and dance

e) Quiet and active experiences

f) Indoor and outdoor play

g) Adult facilitated and child selected activities

h) Individual and group play activities

i) Building reading and writing skills

· Explain your plan for encouraging strong parental involvement, keeping parents informed of the progress of their children and encouraging parents to visit the Center, and emergency communications.

· List your supplementary services that may be used in the childcare program such as health, nutrition, social services, volunteer resources, inter-generational activities, etc.

F.3.4. Standard Services –

· Explain your plan for providing all necessary equipment and supplies to support learning objectives, e.g. teaching supplies and materials, art supplies, computers, computer accessories, mats, cots, music, toys, scooters, kickballs, etc.

· Explain your process for keeping the childcare center sanitary, including surfaces, toys and playground equipment.

· Describe your plan for marketing the Center.

· Explain your admission and dismissal policies for children.

· Identify your plan for food preparation and service; a small preparation kitchen is on the premises and includes a refrigerator, two microwave ovens, stove and sink.

F.3.5. Administration –

· Describe your transition plan from the current vendor, including time frames for recruiting, hiring, training, securing equipment and supplies.

· Describe the existing administrative structure and organizational status (corporation, not-for-profit, etc.) and whether your organization includes an Advisory Board or Board of Directors.

· Identify your provisions that would ensure start up and operating capital. Include a description of the record keeping and accounting system. Include a copy of your annual budget statement.

· Provide policy information regarding advance payment, vacation policy, considerations for multiple children, if there are late charges, participation in a subsidized childcare program for low-income families, etc. DO NOT INCLUDE ANY ACTUAL MONETARY FIGURES. All monetary figures for such items as weekly rates, late charges, etc. are to be included in the BidBuy line items.

F.3.6. Compliance – Offeror shall demonstrate familiarity with DCFS Policies and Procedures 302.20 and 359

· Please provide a written policy regarding center closures due to weather, emergencies or staffing shortages.

· Please provide a written policy regarding the acceptance and processing of credit card payments, including any applicable fees, security measures, and refund procedures.

· Please provide a written policy outlining the conditions and procedures for the removal or dismissal of children from the program due to behavioral concerns, including any steps for intervention, communication with parents/guardians, and appeal processes.

F.4. COMMITMENT TO DIVERSITY

Commitment to Diversity Vendor Guidance including Vendor Submission Forms are located on the Chief Procurement Officer for General Service’s website at https://cpo-general.illinois.gov/commitment-to-diversity/c2d-guidance.html and on the BidBuy posting under “File Attachments:”

F.5. PRICING

F.5.1. FORMAT OF PRICING:

F.5.1.1. Offeror shall submit pricing in the Quote Items Tab on BidBuy, based on the terms and conditions set forth in this Request for Proposal Solicitation Document. Offeror’s price offer shall serve as the basis for the compensation terms of the resulting contract. Failure to submit pricing in the Items Tab on BidBuy may render Offeror’s entire Offer non-responsive and ineligible for award. Note: any pricing entered in the Unit Cost of the Items Tab will be locked until after Technical and Commitment to Diversity Evaluations are complete. Do not enter cost, pricing, or any discount information in the Alternate Description field. Entering cost, pricing or discount information in the Alternate Description may result in disqualification.

F.5.2. TYPE OF PRICING: The Illinois Office of the Comptroller requires the State to indicate whether the contract pricing is firm or estimated at the time it is submitted for obligation. Pricing pursuant to this contract is estimated.

F.5.3. EXPENSES ALLOWED: Expenses are not allowed.

F.5.4. TAXES: Pricing shall not include any taxes unless accompanied by proof the State is subject to the tax. If necessary, Offeror may request the applicable agency’s Illinois tax exemption number and federal tax exemption information.

F.5.5. OFFEROR’S PRICING OFFER: Enter pricing in the line items of BidBuy.

F.5.5.1 Pricing is based on a proposed parent/guardian fee schedule per age group during each year of the contract.

F.5.5.2 The amount to be charged to a non-State employee parent or guardian shall be ten dollars ($10) per child per week over and above the fee charged to a State employee parent or guardian. Vendor shall also remit to CMS the amounts collected in non-State employee parent or guardian fees for day care services. It shall be the responsibility of Vendor to submit to CMS all such fess on a quarterly basis or at some other interval as determined by CMS for the purpose of payment to the General Revenue Fund. Vendor shall maintain adequate record keeping of the collection and disbursement to CMS of such fees and CMS shall have the right to audit, upon reasonable notice and at reasonable intervals, all books and records of Vendor relating to such fees.

F.5.5.3 A fee for late pick-up per every 10 minutes is allowed and will remain the same throughout the contract term.

F.5.5.4 A fee for late payment per week is allowed and will remain the same throughout the contract term.

F.5.5.5 If Offeror proposes to charge a supply fee, this fee will remain the same during the contract term.

F.5.5.6 If Offeror proposes an application fee, this fee will remain constant through the resulting contract term.

F.5.5.7 The annual fee for covering the individual accident and health insurance will be $50.00 and remain constant during the contract term.

F.5.5.8 If the Offeror proposes a…