ESBD_401248_1741364830054_25-011 RFP Before and After School Child Care & Enrichment Services.pdf

Request for Competitive Sealed Proposals

Before and After School Child Care & Enrichment

Services

(RFP #25-011)

March 7, 2025

Spring Independent School District

P r o c u r e me n t S e r v i c e s De pa r t m e n t 1 6 7 1 7 E l l a B l v d . • H o u s t o n , T e x a s 7 7 0 9 0 • T e l . 2 8 1 . 8 9 1 . 6 4 6 5

SPRING INDEPENDENT SCHOOL DISTRICT

PROCUREMENT SERVICES DEPARTMENT

16717 Ella Blvd.

Houston, TX 77090

1. GENERAL OVERVIEW OF SPRING ISD

The Spring Independent School District serves nearly 34,000 pre-kindergartens through twelfth-grade students within a diverse and growing district located 20 miles north of downtown Houston, extending along the Interstate 45 corridor in an urban area of Harris County that spans 57 square miles. Currently, there are 12 administration facilities and 42 campuses comprising 26 elementary schools, 9 middle schools, and 7 high schools.

For additional information about Spring ISD (SISD), including demographics and other facts and figures, please refer to the District’s website at www.springisd.org. Various SISD publications with additional District information are also available in digital format by clicking on the following link: Spring ISD Publications.

2. SCOPE OF WORK, BACKGROUND/OBJECTIVES, ETC.

2.1. INTRODUCTION/ SCOPE OF WORK:

Spring Independent School District is inviting proposals from qualified organizations ("Proposers") to provide Before and/or After School Care & Enrichment Services ("Program") at designated District facilities. The purpose of this RFP is to identify multiple qualified providers ("Providers") who will be selected to operate and manage the Program within the District’s buildings.

The selected Providers will be responsible for implementing and operating the Before and/or After School Care and Enrichment Services Program, in alignment with the District’s goals and objectives, at the designated facilities.

Please note that the award of a contract to the successful Providers does not guarantee the provision of services. The awarded Providers will be eligible to operate the Program in District facilities; however, actual service provision will depend on factors such as student enrollment, program demand, and other conditions as determined by the District.

No guarantee of work is implied by a contract award made to the successful Providers.

http://www.springisd.org/ http://www.springisd.org/default.aspx?name=ccr.publications

2.2. BACKGROUND/ OBJECTIVES:

Selected Providers must demonstrate the qualifications and capability to successfully implement and operate a Before and/or After School Care and Enrichment Services Program.

The Program must encompass both high-quality child care services and a diverse range of enrichment activities.

The enrichment programming should include, but is not limited to, support for homework, tutoring services, and educational presentations. All programs and activities must align with the District's educational objectives and support its instructional curriculum.

The District seeks a fair and reasonable price guarantee and schedule for before and/or after school care and enrichment services, along with efficient communication and prompt, reliable service from suppliers proposing and recommended for a contract award.

2.3. GENERAL OBJECTIVES

2.3.1. Children Eligible to Participate in the Program: The Program will include school-age children in grade levels pre-kindergarten through fifth grade only.

2.3.2. SISD Sites Eligible to Implement and Offer the Program: The Program may be offered at any District elementary school that elects to participate in the Program.

2.3.3. Program Days of Operation: The Program will be offered during SISD instructional days only, including early dismissal days, as referenced within the SISD Instructional Calendar

NOTE: A copy of the SISD 2025-2026 Instructional Calendar is incorporated into this Solicitation for Proposers to review. It is available as a PDF attachment within the District’s online bidding system under the “Attachments” Tab.

2.3.4. Before School Care Services (Hours of Operation): Providers offering Before School Care

Services as part of the Program shall do from 6:30 – 7:30 am.

2.3.5. After School Care & Enrichment Services (Hours of Operation): Providers offering After

School Care & Enrichment Services shall do so from 3:15 – 6:30 pm.

2.4. Program Requirements:

A successful Program should meet, at minimum, the following Program Requirements

2.4.1. Strong Vision, Management, and Collaboration

• The Program has a written mission statement that sets forth its philosophy and goals.

• The Program involves children, families, and staff to plan and implement appropriate activities, which are consistent with the program’s philosophy.

• The Program has established family and staff policies and procedures.

• The Program has established and sustained fiscal and business policies.

• The Program collects feedback from parents through surveys, conferences, and/or other forms of two-way communication.

• The Provider’s on-site Program Director will work directly with the school principal or designee to ensure continued high quality Program services in a safe and secure learning environment.

2.4.2. Adequate and Qualified Staff

• The Program has adequate number of staff to manage and operate effectively and to ensure the quality and safety of the care and enrichment services provided to children enrolled in the Program.

• Ongoing training is provided to personnel to support high quality program services.

• The Program conducts ongoing staff meetings to ensure that all program staff is knowledgeable and informed.

• The Program will maintain appropriate student to adult ratios comparable to those established by Spring ISD, or such ratios which may be necessary to meet compliance requirements set by applicable law. Spring ISD class sizes are 22* to 1 for prekindergarten through fourth grade and 25 to 1 for fifth grade.

2.4.3. Attention to Safety, Health, and Nutrition Issues

• The Program has a written health, safety, and nutrition policies available to families.

• The Program has staff certified in First Aid and CPR available and accessible to children at all times.

• The Program has a written medical policy to address the identified needs of children enrolled in the Program.

• Children are isolated from other children at the first sign of illness and supervised by staff.

Health precautions are followed and parents notified when appropriate.

• The Program implements daily safety inspections and addresses hazardous issues immediately.

• Staff models, teaches, and promotes proper health, nutrition, safety, and hygiene practices.

2.4.4. Student Safety & Accountability Practices

• Children are supervised by adults at all times.

• Adult/Student ratios are maintained to ensure the effectiveness of the Program.

• The Program has a system of documenting children’s daily arrival and check-out times.

• Program policies address the release of children to authorized parents/guardians.

2.4.5. Program Enrichment Services

• The enrichment services offer age and developmentally appropriate activities that reflect the mission and goals of the Program.

• The enrichment services will be offered by certified staff.

• The enrichment services program design and staffing will ensure that the children are served in a safe, positive, and highly engaging environment that is an extension of the school day environment.

• The enrichment services program offers scheduled time in an appropriate environment for academic support, tutoring, and homework assistance.

• The enrichment services program provides a daily schedule, enabling children to transition smoothly from one activity to another.

2.5. CONTRACT AWARD & ELIGIBLE PROVIDER STATUS:

A recommendation for contract award will be reviewed and voted on by the Spring ISD Board of Trustees (the “Board”) at the Board meeting scheduled for May 13, 2025. Upon authorization by the Board, a Notice of Contract Award will be issued by the Procurement Services department to the successful Proposers, whose status will then change from that of Proposers to Providers. Provider status means that the selected organization is eligible to implement and operate the Program at an SISD elementary school interested in offering the Program at its campus. No guarantee of work is implied by a contract award made to the successful Providers.

2.6. PROGRAM IMPLEMENTATION PROTOCOL & REQUIRED CONTRACTS:

2.6.1. Upon receipt of contract award, a list of eligible Providers will be distributed to all SISD Elementary Schools. It will be up to each elementary school principal or designee (“School Principal”) to determine whether there is an interest to implement the Program at its school. It will also be the sole responsibility of the School Principal to initiate communication with one or more eligible Providers to discuss their Program offering with more detail and to select the Provider whose Program best meets the needs of the School Principal and its school.

2.6.2. To prevent any unsolicited communication with School Principals, at no point should a Provider initiate communication directly with a School Principal regarding its Program offering. A School Principal desiring to offer a Program at its school will always be the one responsible for initiating the communication with the Provider.

2.6.3. Once a School Principal has engaged in communication with one or more Providers regarding the interest of offering the Program within its school, the School Principal, at his/her own discretion, will determine whether to proceed with implementing the Program at its school and which Provider(s) to select for the implementation and operation of the Program.

2.6.4. Assuming that the School Principal and Provider(s) have arrived at an understanding about the Program(s) to be implemented at the school, the selected Provider(s) will execute the following SISD contracts prior to implementing the Program (s):

• Services Contract – A Services Contract will be executed between the Provider(s) and SISD elementary school to support the agreement between the parties thereto in regards to the implementation and operation of the Program(s).

NOTE: A copy of the Services Contract is incorporated into this Solicitation for Proposers to review. It is available as a PDF attachment within the District’s online bidding system under the “Attachments” Tab.

3. PROPOSAL EVALUATIONS

The review and evaluation of the Supplier’s responses will determine the Supplier(s) most capable of delivering the "best overall value" to the District, consistent with the requirements herein and as evidenced by the respondent’s experience in providing the type and scope of services required within this Solicitation.

Depending on the number and quality of vendor responses received, the District will facilitate an evaluation process to identify either a sole vendor or multiple Suppliers to be considered for contract award, as described herein:

3.1. Phase 1 Evaluation: Entails the evaluation of written proposals submitted by Suppliers meeting the requirements referenced in this Solicitation. Each vendor’s response will be reviewed for completeness and adherence to the submission requirements and will be ranked based on the evaluation criteria referenced in the table below. The District will be the sole judge of the quality of proposals and reserves the right, at its own discretion, to disqualify any vendor that submits an incomplete proposal, does not properly adhere to the solicitation requirements, and/or clearly does not meet the needs of the District. A vendor’s failure to comply with the instructions or to submit a complete proposal may result in the proposal being disqualified.

Evaluation Criteria

Evaluation Criteria Maximum Points Attainable

Components and Quality of Proposed Program

May include but is not limited to evaluation of the following items:

• Ability to provide a comprehensive Program based on the requirements and Scope of Work contained in this Solicitation

• Extent and quality of enrichment services proposed

• Ability to implement and operate the Program effectively

*Note: Score may be impacted by the District’s opinion of the quality of the client references provided.

Qualifications and Experience

May include but is not limited to evaluation of the following items:

• Qualifications and experience of the organization’s owners, executive leaders, and staff

• Extent of experience with school districts and school districts in Texas

• Number of years offering the services being proposed

• Years in business

Cost Competitiveness

May include but is not limited to evaluation of the following items:

• Proposed fee schedule for students served

• Proposer’s ability to honor and accept payment via federal or state subsidy programs or other forms of payment supplemented by 3rd party programs

• Proposed discounts based on enrollment of multiple siblings

• Proposed discounts to children of District employees

• Overall value of the proposed Program at the proposed costs

Evaluation Criteria Maximum Points Attainable

Risk Factor

May include but is not limited to evaluation of the following items:

• Proposer’s financial standing

• Proposer’s acceptance of insurance requirements

• Did Proposer indicate involvement in any litigation that could be a risk short-term or long-term?

• Consideration of any exceptions presented by the Proposer

• Proposer’s acceptance of terms and conditions (Competitive Offers Standard

Terms & Conditions, Special Terms & Conditions, Services Contract and Facilities Use Rental Agreement)

3.2. Phase 2 Evaluation: The District, at its sole discretion, may select one or more Proposers to participate in an on-site (or remote) interview process to clarify various aspects of a vendor’s proposal and/or to further evaluate the qualifications and experience of the Proposer.

During Evaluation Phase 2, Spring ISD may discuss and negotiate modifications to the scope of services and pricing proposed by the Vendors involved in this stage of the process. At the District’s sole discretion, to present their best and final offers.

Upon completion of the Evaluation Phase, the total points earned by each vendor determine the final scores. The District, at its sole discretion, will determine which Vendor(s) to consider for contract award.

4. SPECIAL TERMS AND CONDITIONS

In addition to the District’s Standard Terms & Conditions, the following special terms and conditions (“Special Terms & Conditions”) shall apply to this solicitation. In the event of any conflict between provisions in the Standard Terms & Conditions and Special Terms & Conditions, the provisions referenced in the Special Terms & Conditions shall prevail.

4.1. CONTRACT TERM: Unless otherwise agreed to by the District, the initial contract term shall be from the effective date referenced in the Services Contract executed by the Provider and respective SISD Elementary School (the “Initial Term”) for the 2025 – 2026 school year. Thereafter, unless otherwise terminated in accordance with the termination provisions referenced in this solicitation. Thereafter, the District reserves the right to either renew the contract annually for up to four (4) additional one-year terms (“Renewal Terms”) or to extend the contract on a month-to-month basis to prevent a lapse in the contract term until the District re-bids the Contract.

4.2. CONTRACT TERMINATION: The contract award or the Services Contract resulting from this solicitation may be terminated or cancelled under the following circumstances:

4.2.1. District may cancel or terminate the award or all, or any undelivered part, of the Services Contract for convenience, upon sixty (60) days prior written notice to Provider.

4.2.2. By mutual written agreement of the parties and sixty (60) days prior written notice to the parents whose children are enrolled in the Provider’s Program;

4.2.3. District may immediately cancel or terminate the award or all, or any undelivered part, of the Services Contract for material breach by Provider of any of the terms of the Services Contract. In the event the Services Contract is terminated because of a violation or breach of contract terms by the Provider, SISD shall be entitled to all administrative, contractual and legal remedies, including sanctions and penalties as may be appropriate.

4.2.4. District’s rights of termination or cancellation are in addition to other remedies District may have in law or equity.

4.2.5. Under no circumstances will Provider be entitled to payment for anticipated profits, unabsorbed overhead, or interest on borrowing by reason of any such termination.

4.3. LICENSES AND REGISTRATIONS (PERMIT): Proposers/Providers shall possess the appropriate Child Care Licensing (“CCL”) permit required to implement and operate the Program, as required by the Texas Department of Family and Protective Services (“DFPS”). Proposers may click on the following link to visit the CCL web site operated by DFPS: Texas Child Care Licensing. Proposers/Providers must also possess any other credentials required by applicable law to provide the services referenced in this Solicitation and to operate legally within the state of Texas.

4.4. FEDERAL, STATE, AND LOCAL LAWS: Proposers/Providers must conform to all Federal, State and Local Laws, ordinances, codes, rules and regulations of health, public or other authorities controlling or limiting the methods, the material to be used, or actions of those employed in work of this kind. All work labor or material necessary to comply with these laws, codes, ordinances, rules and regulations shall be performed and furnished by Proposers/Providers.

4.5. ADHERENCE TO DISTRICT RULES AND REGULATIONS: Providers must conform to all applicable SISD rules and regulations as interpreted by SISD when on District facilities, including but not limited to compliance with employee codes of conduct, dress and grooming codes, prohibitions against tobacco products and weapons, and criminal history check requirements.

NOTE: A copy of SISD Board Policy GKD (Legal/Local/Regulation) and the 2024-2025 Staff Handbook are incorporated into this Solicitation for Proposers to review. These documents are available as a PDF attachment within the District’s online bidding system under the https://www.dfps.state.tx.us/child_care/

“Attachments” Tab. It is the sole responsibility of the Proposers to thoroughly review these documents prior to submitting a proposal.

4.6. MEALS/SNACKS: Any meals (breakfast or supper) or afternoon snacks served to the children enrolled in the Program are to be provided by the District at the District’s expense. The District’s Child Nutrition Department currently provides free breakfast to all District students and may also implement a free supper or afternoon snack (must choose supper or snack, not both) as part of the Program at no charge to the Provider.

4.7. SAFETY MEASURES: Proposers/Providers shall take all reasonable measures necessary, as determined by federal, state, and local laws, to ensure a safe working environment.

In all cases, when work is completed for the day, the Work Area shall be policed and secured. Work area (“Work Area”) shall be defined as those areas utilized by Providers to operate the Program.

4.8. SECURITY & ATTENDANCE REQUIREMENTS:

4.8.1. The provider’s staff members shall (i) prominently wear identification badges with photos (furnished by the Provider) and (ii) wear uniform shirts with the company name or logo (furnished by the Provider).

4.8.2. All doors must remain secured properly at all times. The propping of doors is prohibited.

4.8.3. All visitors and staff must sign into the facility. Provider shall maintain a sign-in log of all people entering the Work Area. A copy of the log must be kept for inspections by authorized District personnel throughout the duration of the Services Contract.

4.8.4. Each District location where the Provider is operating a Program shall have its own cellular telephone(s) provided by the Provider, who shall publish all numbers. Telephones for each Work Area shall be operational and on during Program hours of operation. A 24-hour contact person shall be listed and made available to the District.

4.8.5. Provider shall keep children and staff attendance lists each day and make the lists accessible to the District. Attendance shall be kept by first and last name.

4.8.6. Provider will update the office of the respective SISD Elementary School on a daily basis, two (2) hours before dismissal, of all children enrolled and scheduled to attend the Program each day. The communication will be made electronically to the District via e-mail to each SISD Elementary School office, as designated by the respective SISD school principal or designee. The list shall contain the names (first and last) of the children for the respective SISD Elementary School and be organized by the name of the SISD teacher the children will report to upon dismissal. (This applies only to children who are enrolled in the District and in the same SISD Elementary School in which they are enrolled in the Program).

4.9. DUTY OF CARE:

4.9.1. Duty of care for persons enrolled in the Program shall be borne solely by the Provider.

4.9.2. NO ENROLLEE OR GUEST MAY EVER BE ALLOWED TO HAVE

UNATTENDED ACCESS TO DISTRICT FACILITIES.

4.9.3. Provider shall be responsible for children enrolled in the Program upon their delivery to the SISD Elementary School cafeteria or appropriate Program designated area.

4.10. SURVEILLANCE:

4.10.1. District reserves the right to full access of all property listed for use by the Program.

4.10.2. District reserves the right to conduct surveillance, video, audio, and direct observation of the Program at all times without obstruction or delay by the Provider.

4.10.3. Provider shall not be allowed access to the District’s surveillance systems without proper District authorization.

4.11. CLEANING OF WORK AREA: District is responsible for cleaning the Work Areas at the conclusion of each day, as specified in the Facility Use Rental Agreement, where applicable. For Before and After-Care services, it is expected that the Provider maintains the area to a standard that prevents additional work for District Custodial staff.

4.12. LITERATURE:

4.12.1. Provider’s Program literature may include the District name provided it has been preapproved by the Superintendent of Schools or designee.

4.12.2. Literature pertaining to the Provider’s Program may be distributed by the District.

4.12.2. The Provider and the District mutually grant each other a royalty-free, perpetual, non-exclusive, unrestricted license to use, reproduce, transmit, distribute, or publicly display the Provider or District logos, trademarks, or service marks for the purpose of factually promoting the Program to perspective Program enrollees.

4.13. DAMAGE TO PROPERTY:

4.13.1 Provider may not cause or permit any damages to District premises, property, furnishings, fixtures or equipment, and will not do or allow anything to be done which would damage or change the finish or appearance of the premises, or its furnishings, fixtures, or equipment.

4.13.2. Provider is responsible for the cost to repair any damage done under operation of the Program.

4.14. FACILITIES MODIFICATIONS:

4.14.1. Provider may not make modifications to District facilities without proper District authorization.

4.15. FACILITIES INSPECTION:

District will maintain an operational Certificate of Occupancy for each facility, current Health Certificates and current Fire Safety Inspection all in accordance with applicable laws and regulations.

4.16. WORK AREA – PROTECTION OF WORK AND PROPERTY: Providers shall keep the Work Area clean of debris and refuse at all times. No hazardous conditions may be allowed to exist. Where safety is an issue, the District requires that potential hazards be reported immediately to the Director of Operations. District reserves the right to require the Provider to “rope off” sections and or post notices, etc., to protect persons from harm in the area they are using until such time as the problem is resolved. The district retains the right to rescind the use of its buildings due to unsafe conditions.

The district shall not be responsible for any delay or costs associated with stopping work as a result of unsafe working conditions.

4.17. FURNISHED PROPERTY: No materials, labor, or facilities will be furnished by the District unless otherwise specified on this Solicitation.

4.18. DISPOSAL OF REFUSE: Providers may use District dumpsters for disposal of waste occurring in the Work Area. This shall be limited to the normal disposal of incidental waste items only.

4.19. APPROPRIATION AND ALLOTMENT OF FUNDS: The obligations of SISD to make payments under this Contract constitute a commitment of revenues for the current fiscal year only and do not create an impermissible debt. In the event that the SISD’s Board of Trustees fails to obtain and appropriate funds for any fiscal year during the Term, despite its best efforts, then an event of non-appropriation (“Non- Appropriation”) shall be deemed to have occurred. If a Non-Appropriation occurs, then: (i) SISD will provide immediate notice of such Non-Appropriation and provide written notice of such failure by its governing body at least 45 days prior to the end of the then current fiscal year or if Non-Appropriation has not occurred by such date, immediately upon Non-Appropriation; and (ii) this Agreement shall terminate on the last day of the fiscal year for which funds were appropriated without penalty or expense to SISD and SISD shall not be obligated to pay any beyond such fiscal year.

4.20. PRICING: The pricing (i.e., Fee Schedule) offered by Provider in response to this Solicitation shall remain firm for the life of the initial term of the resulting Services Contract, except for price decreases, which may be offered to the parents of the enrolled children at any time over the term of the Services Contract. Price increases may only be considered at the renewal points, at which time such price increase requests shall be followed by proper justification. The District reserves the right to negotiate any price increase requests but shall not be obligated to accept any price increases. Unless specific market conditions exist, which may have a significant impact on the Provider’s costs associated with providing the products and/or services under the Services Contract, any price increases shall be no greater than the maximum per unit increase over the previous year of 3% or Consumer Price Index (CPI), whichever the greater.

4.21. BEST VALUE INCENTIVES: Special consideration may be given to Providers who propose Best Value Incentives (“Incentives”) at no additional cost to Spring ISD parents. Incentives are considered to be services offered beyond the norm and not the standard level of service offered to most other clients of the Provider.

4.22. MOST FAVORED CUSTOMER STATUS: The Vendor warrants that the pricing, product/service warranties offered in their proposal to this solicitation are equal to or better than those offered to the Provider’s most favored customer of similar size and scope of products/services as those requested by the District in this Solicitation.

4.23. INSURANCE REQUIREMENTS: The successful Proposer, at his/her own expense, shall provide and maintain insurance with fiscally sound firms (at least an AM Best rating of “A”) authorized to do business in Texas as follows. Successful Proposer will be required to provide a copy of insurance coverage to the District. Insurance certificates may contain a provision, or the Proposer’s digital signature on this solicitation certifies, that coverage afforded under the policies will not be canceled or non-renewed until at least thirty (30) days prior written notice has been given to the District. Insurance coverage must remain in effect for the duration of this contract. Spring ISD shall be named as an additional insured on the Proposer’s insurance certificate.

Insurance Coverage Requirements:

TYPE OF INSURANCE COVERAGE LIMITS OF LIABILITY

a. Worker's Compensation Statutory limits as required by the state of Texas Labor Code 406.096

b. Commercial General Liability • $1,000,000 combined single limit per occurrence

• $2,000,000 general aggregate

• Damage to rented premises: $100,000

• Medical expenses: $5,000

• Personal & Advertising Injury: $1,000,000

• The Provider’s agent or broker shall certify to District that the policy covers and does not exclude acts of “Molestation or Abuse” of any kind.

c. Excess (Umbrella) Liability Minimum limit of $5,000,000 per occurrence.

The coverage shall be at least as broad as the Commercial General Liability coverage.

d. Professional Liability Minimum limit of $1,000,000.

e. Business Auto Liability $1,000,000 combined single limit each occurrence

NOTE: Insurance shall apply to all owned, non-owned, and hired automobiles used by Provider in performance of the work, if applicable. If there is no student transportation, auto insurance shall not be a consideration.

4.24. PROPOSALS TO BE HELD FIRM FOR 90 DAYS: All proposals submitted in response to this Solicitation are considered an offer. All offers, including pricing, terms, and conditions must be held firm for a minimum of ninety (90) days from the date of Bid Opening.

4.25. RESPONDENTS FULLY RESPONSIBLE FOR COST OF PROPOSALS: The District accepts no financial responsibility for any costs incurred by the vendor in the course of responding to this solicitation.

4.26. LIMITATIONS: This Solicitation is not an offer by the District to contract with any party responding to this Solicitation. This Solicitation does not commit the District to award a contract or to reimburse any applicant for costs incurred in submitting a proposal.

The District, in its sole discretion, reserves the right to reject any or all proposals received, to negotiate all elements of a proposal and/or proposed contract with any respondent, to waive any technicalities and formalities, to extend the deadline to submit a proposal, or to amend or cancel in part or in its entirety this Solicitation.

4.27. GOVERNING LAW & VENUE: This solicitation and any resulting contract will be governed by and construed in accordance with the Constitution and laws of the State of Texas, without regard to its conflict of laws rules. The exclusive venue of any dispute or legal proceeding relating to this Solicitation or any related contract will be Harris County, Texas.

5. PROPOSAL GUIDELINES

Proposers must submit a Proposal outlining the qualifications, experience, and Program services being proposed. All Proposals must include, at minimum, the following information and must be arranged in the same order and with the same headings.

5.1. GENERAL INFORMATION.

5.1.1. Organization name, business address, and phone number;

5.1.2. Organization type (i.e., Non-Profit, Individual/Sole Proprietor, Corporation, Partnership, Limited Liability Company, or Other)

5.1.3. Name and contact information of the organization’s agent authorized to communicate with the District in respect to this solicitation and the organization’s submitted Proposal;

5.2. QUALIFICATIONS AND EXPERIENCE:

5.2.1. Describe the organization’s background, years in business, qualifications (including any required State licenses/permits and certifications), and experience in providing care to school-age children (Pre-kindergarten to fifth grade).

5.2.2. State your Program mission and philosophy regarding the purpose of a before and/or after school care and enrichment services program.

5.3. PROGRAM DETAILS. PROPOSERS TO DESCRIBE THE PROGRAM BEING PROPOSED,

INCLUDING:

5.3.1. A statement indicating whether the proposed Program includes (a) before-school care, (b) after-school care and enrichment services, or (c) before and after school care and enrichment services.

5.3.2. A detailed and comprehensive description of the elements of the proposed Program, including a detailed description of the Before School Care components and/or After School Care and Enrichment Services components of the Program, whichever applicable.

5.3.3. A detailed explanation of any minimum requirements (e.g., Minimum enrollment, etc.) that would have to be considered by the District for the implementation and operation of the proposed Program at any of the SISD Elementary Schools. If none, please indicate so.

5.3.4. Describe a typical day/month schedule of activities. Please include the following:

• Differentiated activities

• Interactions between age groups

• Behavior management plan

• Meal/snacks and food allergies

• Incorporation of free time play vs. structured activities, including homework and/or tutoring

5.3.5. Affirmation to being able to provide the proposed Program in accordance with the Scope of Work contained in Section 2 of this Solicitation.

5.3.6. Confirmation that the proposed Program meets the Program Requirements as referenced in Section 2.4 of the Scope of Work referenced in this Solicitation.

5.4. STAFF CREDENTIALS AND EXPERIENCE:

5.4.1. Provide a full profile of all organization principals (i.e., Owner, Chief Executive Officer, Chief Finance Officer, etc.), including years of related experience in the child care services industry and years of tenure at the organization.

5.4.2. Provide a full profile, including full qualifications and experience, of the Program Director(s) who would be responsible for leading and overseeing the implementation and operation of the Program at SISD. Be sure to describe the specific roles and responsibilities each person would have over the term of this contract.

5.4.3. Describe how you locate, train, and monitor the staff that would operate the Program. Include job descriptions for all positions that would be required to operate the proposed Program.

5.4.4. Describe the qualifications that your staff is required to have. Include educational level, experience with children, first aid certification, etc.

5.4.5. Describe your policy for checking the validity of employment applications and the methods you use to complete a criminal records check.

5.5. PROGRAM POLICIES & PROCEDURES:

5.5.1. Describe how you communicate with parents and describe the procedure for handling complaints.

5.5.2. Describe your ability to accommodate children with special academic, physical, emotional, and medical needs.

5.5.3. Describe your policy for children who are ill or become ill in your care.

5.5.4. Describe your plan for handling emergencies.

5.5.5. Describe how you keep track of which children are to be in the Program on any given day. Detail your check-in and check-out procedures and explain what will be done when a child does not arrive at a scheduled time.

5.5.6. Describe your policy for situations when a parent/guardian picks up a child earlier or later than the scheduled time. What are your safety procedures for an unauthorized person pick-up?

5.5.7 Submit an electronic copy (in PDF format) of your parent’s handbooks and the Policies and Procedures Manual.

5.6. GENERAL PROGRAM INFORMATION:

5.6.1. Describe what other benefits, products, and/or services your organization or proposed Program could provide the District.

5.6.2. Summarize what you believe to be the major strengths of your proposed Program.

5.7. PROGRAM FEES: Describe the proposed fee structure for your Program and state your fees. Include the following information:

5.7.1. Registration fees

5.7.2. How fees will be charged (hourly, daily, weekly, other)

5.7.3. Services included in the fee

5.7.4. Any supplemental costs (e.g., materials, etc.) – if applicable

5.7.5. Is part-time enrollment or occasional services available? If so, please explain

5.7.6. Is there a discount based on the number of children enrolled in the Program?

5.7.7. Is there a discount for multiple children from one family? If so, please explain.

5.7.8. Does your Proposal provide for discounts to District employees whose children enroll in the Program? If so, please explain.

5.7.9. Are you able to provide a Sliding Fee Schedule based on household income? If so, please provide the Sliding Fee Schedule and income requirements.

5.8.10. Does your Proposal include a revenue sharing component with the District based on enrollment fees or other methods? If so, please explain.

5.8.11. Do you accept any federal and/or state subsidy programs that may be available to assist low-income families in affording the enrollment fees? If so, please explain.

5.8. PROVIDER FINANCIAL INFORMATION: Proposers must include a statement affirming their financial strength and ability to implement and operate the proposed Program.

Proposals must include the following financial information, at minimum:

5.8.1. Dun & Bradstreet Number

5.8.2. Earnings Before Interest & Taxes

5.8.3. Total Assets

5.8.4. Net Sales

5.8.5. Market Value of Equity (Common & Preferred Stock)

5.8.6. Total Liabilities

5.8.7. Current Assets

5.8.8. Current Liabilities

5.8.9. Retained Earnings

5.9. LITIGATION: Proposers must include a statement and detailed description of any litigation, administrative, and/or regulatory action that has been filed against your organization(s) or in which you were in any way involved in the last three years. If an action has been filed, state and describe the litigation or regulatory action filed, and identify the court or agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported action. If no litigation, administrative, and/or regulatory action has been filed against your organization(s), provide a statement to that effect.

NOTE: These documents must be uploaded into the District’s online bidding system in PDF file format within the “Response Attachments” Tab.

6. PROPOSAL SUBMISSION INSTRUCTIONS AND REQUIRED DOCUMENTS

Vendor responses (“Proposals”) shall be submitted electronically through the District’s web-based eSourcing system (the “System”). If you require assistance either with the online registration process or technical assistance with the System, please contact Procurement Services at 281-891-6465.

All Suppliers submitting a proposal shall review and abide by the instructions referenced herein:

6.1. DEADLINE FOR ELECTRONIC SUBMISSION OF PROPOSALS (“BID OPENING”): Proposals shall be submitted electronically via the District’s System prior to 12:00 p.m. (CST) on Friday, March 28, 2025. After such time, the System “locks” and does not allow the submission of any responses. Respondents are encouraged to submit their electronic responses with plenty of time in advance of the deadline indicated to ensure a timely response. The District will not be responsible for lateness of receipt due to Internet delays or unavoidable circumstances.

6.2. REVIEW/RESPOND TO ITEMS WITHIN THE E-SOURCING SYSTEM: Within the e-Sourcing system, proposing Suppliers shall review all information provided and respond to all required information (if applicable) that may be listed under the following sections of the e-Sourcing system:

i. Attachment’s tab: This section of the e-Sourcing system may contain documents in electronic format (i.e., Word, Excel, PDF, etc.) that require the Vendor’s review and/or completion, as directed.

ii. Attributes tab: This section of the e-Sourcing system may contain important Vendor instructions and/or requests from the District for miscellaneous Vendor information.

Suppliers must review and/or respond to (if applicable) all Attributes associated with this Solicitation.

iii. Line Items tab: This section of the e-Sourcing system may contain one or more-line items for which the proposing Suppliers must provide the requested product/service information, which often constitutes item price, item description, item brand and model, manufacturing part #, etc. Suppliers must supply all requested item information.

iv. Response Attachments tab: This section of the e-Sourcing system may reference one or more documents that must accompany the Proposer’s response. Any documents referenced in this section must be uploaded through the District’s e-Sourcing system in the format specified, if applicable.

6.3. PROVIDE REQUIRED DOCUMENTS (‘RESPONSE ATTACHMENTS’), AS INSTRUCTED HEREIN: This Solicitation requires proposers to provide the documents listed below by uploading them into the District’s e-Sourcing system as electronic documents under the ‘Response Attachments’ tab.

Unless specified otherwise within this Solicitation, the documents should be uploaded in PDF file format (either as separate attachments or combined into a single PDF file). Any required documents not provided by the proposing Vendor may be grounds for disqualification from participation in this Solicitation.

i. Company Summary & Narrative: Responding proposers are required to provide a Company Summary & Narrative of the related work that your company has provided to other organizations that are similar in size to the School District. This narrative shall include the name, address, and contact information of the referred organization.

ii. Additional Related Documents: Proposers must comply with the instructions outlined in Section 5 ("Proposal Guidelines") of this document. All proposals must include, at a minimum, the information specified in Section 5 ("Proposal Guidelines") and must be organized in the same order and with the same headings.

NOTE: All required documents must be completed and signed (if applicable), and then uploaded to the District’s e-Sourcing system under the ‘Response Attachments’ tab.

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