ESBD_455592_1758327003394_2025-16 Soliciation Issued.pdf

REQUEST FOR QUOTE

#2025-16

EARLY CHILDHOOD PROGRAMS - HEALTH CONTENT SUPPLIES

Objective:

ChildCareGroup (CCG) is seeking qualified vendors to provide health content supplies to support the delivery of health screenings for children enrolled in our Early Childhood Programs. These supplies are essential to meet the health screening requirements mandated by the Office of Head Start for all Early Head Start and Head Start programs.

Deadline for questions:

Questions regarding this solicitation will be received until 12:00pm (central time) on September 25, 2025.

All questions shall be forwarded to the attention of the Procurement Department, at procurement@ccgroup.org. Questions received after the deadline will not be answered.

Due Date and Time:

Responses to this solicitation are due on October 6, 2025, at 5:00pm (central time). Responses will be received in electronic form only and shall be sent to the Procurement Department, at procurement@ccgroup.org. Late responses will not be accepted.

Scope of Work:

ChildCareGroup (CCG) is seeking a vendor to supply health content materials, as outlined in Attachment A, along with additional first aid supplies to support our Early Childhood Programs. These supplies will be used for children enrolled in our Early Head Start and Head Start programs and must be age-appropriate to meet the specific health needs of this population.

All items listed in Attachment A should be either brand name or compatible equivalents that meet the same quality standards. The listed items represent frequently purchased supplies, and vendors are encouraged to provide competitive pricing not only for these items but also across their full catalog of health-related products.

Submittals:

Respondents to this solicitation shall complete the Pricing Sheet marked as Attachment A. Additional information can be added to the Pricing Sheet or by attaching additional pages to the submission. All prices submitted shall hold firm for the first year of the contract, including all vendor catalogs submitted.

Contract Term:

This fixed-cost agreement shall be for a period of one-year with the option to renew for four (4) additional one (1) year periods, subject to funding availability.

mailto:procurement@ccgroup.org mailto:procurement@ccgroup.org

General Terms and Conditions:

1. APPLICABILITY: These standard terms and conditions apply to all goods or services procured by the CCG, unless otherwise stated in the specifications. The instructions contained herein shall be incorporated into the contract as well as any subsequent purchase order(s) issued for goods or services and shall be included as part of the specifications issued herewith.

2. ADDENDA: Any revisions to the information contained herein will be issued in the form of addenda. The sole issuing authority shall be vested in the CCG Procurement Division. If addenda contain material changes to the specifications or pricing form, the Proposer shall acknowledge receipt of addenda in the designated section on the Proposal Certification Form.

It is the responsibility of the Proposer to obtain and acknowledge any and all addenda. Failure to acknowledge receipt of addenda may be cause to deem such submission non-responsive.

3. MINOR DEFECT: CCG reserves the right to waive any minor defect, irregularity, or informality in any proposal. Minor defects, irregularities or informalities will not affect the end product/performance intended by the specifications. CCG also reserves the right to reject any or all proposals with or without cause prior to award.

4. TAXES: CCG is exempt from paying federal excise and transportation taxes and Texas State or local sales and use taxes. Tax shall not be included in the prices offered. A Tax-Exempt Form will be provided by CCG upon request.

5. CHANGE ORDER: CCG reserves the right to modify or change plans and specifications as deemed necessary after the performance of the contract has commenced, to decrease or increase the quantity of work to be performed, materials, equipment or supplies to be furnished, or address other provisions of the contract as approved by the CEO and/or CFO, the CCG Board of Trustees, and as appropriate under state law. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the contract. All change orders or modifications to the contract will be documented in written form by CCG and acknowledged by the contracted proposer. All change orders and modifications to the contract shall be processed through the Procurement Department only.

6. INVOICES: Invoices shall be submitted by email to ap@ccgroup.org, attention Accounts

Payable. The Proposer will submit invoices on a monthly basis, including all supporting documentation (if applicable) to CCG, detailing services rendered, the number of hours worked, hourly rate, and total costs incurred.

7. PAYMENT TERMS: Payment terms are Net 30 days, unless otherwise specified by CCG.

mailto:ap@ccgroup.org

8. PRICE ESCALATION: Unless otherwise stated in the special provisions or specifications herein, prices must remain firm for the initial term of the contract. The proposer may request an adjustment at the time of contract renewal by submitting a request in written form to the Director of Procurement. CCG reserves the right to approve or reject any and all requests for price escalations.

9. PRICE REDUCTION: If during the life of the contract, the proposer’s net prices to other customers for the same goods or services are lower than CCG’s contracted prices, an equitable adjustment shall be made in the contract price in favor of CCG.

10. INDEMNITY: The proposer agrees to release, defend, indemnify and hold harmless CCG, its officers, agents and employees from and against any and all costs, expenses, suits, demands, claims, liabilities, liens, encumbrances or damages, including attorneys’ fees and costs of suit, of any character, name and description, incurred or resulting from any injuries or damages received or sustained by any person, persons or property on account of any intentional wrongful conduct whether intentional or unintentional or any negligent act, omission, or fault of the proposer, or of any agent, employee, authorized representative, subcontractor, or supplier in the execution of, or performance under this contract or any contract.

11. TERMINATION FOR DEFAULT: CCG reserves the right to terminate the contract immediately in the event the proposer fails to meet delivery schedules or otherwise performs in accordance with the specifications contained herein or in the contract documents. Breach of contract or default authorizes CCG to award the contract to another proposer, or purchase from an alternate source.

12. TERMINATION FOR CCG CONVENIENCE: Whenever CCG, in its discretion, deems it to be in

CCG’s best interests, it may terminate this contract for CCG’s convenience. Such termination shall be effective thirty (30) days after CCG delivers written notice of such termination for convenience to the proposer. Upon receipt of such notice from CCG, proposer shall not thereafter incur, and CCG shall have no liability for any costs under this contract that are not necessary for actual performance of the contract between the date of the notice of termination for convenience and the effective date of that termination for convenience. In the event of a termination for convenience hereunder, CCG shall have no liability to proposer for lost or anticipated profit resulting.

Attachment A

Company Name:

Contact Name:

Company Address:

Phone Number:

Bid Pricing Sheet

ITEMS REQUESTED UNIT OF MEASURE PRICE/CASE

Lead Care II Reagent Test Kits Instant Cold Packs Instant Hand Gel (hand sanitizer) Alcohol Pads Safety Lancets HemoCue HB 201 Analyzer HB 201 Microcuvette Strips Small Gloves, Adult (nitrile) Medium Gloves, Adult (nitrile) Large Gloves, Adult (nitrile) X-Large Gloves, Adult (nitrile) Bandaids 3 x ¾ Bandaids 1 x 3 Gauze pads 2 x 2 Gauze pads 4 x 4 Lice Shampoo Lice spray for furniture Sharps containers 5 gallon Sharps containers 2 gallon Face shields Welch Allyn Sure Temp Plus 690 Thermometer Infrared Forehead Thermometer (Contactless) Tempra dots Glucose machine Glucose test strips Fanny Packs Pill counter/sorter BIBS (exam table paper) Children’s Face Masks (3-ply) Adult Face Masks (3-ply)

* Items listed will be bought on an as needed basis. Best pricing is suggested for all items including full vendor catalog related to all health content supplies.