ESBD_508234_1776461729797_2026-07 Solicitation Issued.pdf

3000 Pegasus Park Drive, Ste 800, Dallas TX 75247 procurement@ccgroup.org

REQUEST FOR PROPOSAL

Solicitation No. 2026-07 Handy - Man Services

ChildCareGroup RFP No. 2026-07

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Table of Contents

OVERVIEW

GENERAL DESCRIPTION

SCHEDULE OF EVENTS

CONTACT INFORMATION

SCOPE OF WORK

SPECIFICATIONS

PROPOSAL INSTRUCTIONS AND REQUIREMENTS

ADDENDA AND CLARIFICATIONS

PROPOSAL FORMAT REQUIREMENTS

PROPOSAL SUBMISSION REQUIREMENTS

PROPOSAL RECEIPT AND EVALUATION

PROPOSAL WITHDRAWAL

CONTRACT AWARD

EVALUATION CRITERIA

GENERAL TERMS AND CONDITIONS

Attachment A: Proposer Contact Information Form Attachment B: Insurance Verification Attachment C: Proposal Certifications

PROPOSAL CERTIFICATION A: Proposal Preparation Certification PROPOSAL CERTIFICATION B: Debarment, Suspension, Ineligibility and Voluntary Exclusion PROPOSAL CERTIFICATION C: Drug Free Workplace PROPOSAL CERTIFICATION D: Submission Certification PROPOSAL CERTIFICATION E: Disclosure of Potential Conflict of Interest PROPOSAL CERTIFICATION F: Independent Price Determination

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OVERVIEW

GENERAL DESCRIPTION

ChildCareGroup (CCG) is seeking bids from contractors to perform building and playground repairs, and minor construction and/or renovations as directed by the Director of Facilities for ChildCareGroup.

SCHEDULE OF EVENTS

Please find below a Tentative Schedule of Events for this RFP. CCG reserves the right to revise the Tentative Schedule of Events if such revision is deemed to be in the best interest of CCG.

RFP Issue Date.…………………………. April 17, 2026

Submission of Written Questions ............ April 29, 2026, 5:00pm CST

Proposal Submission Deadline ............... May 18, 2026, 5:00pm CST

Evaluation Period .................................... TBD

Demos ..................................................... TBD

Notice of Award ....................................... TBD

CONTACT INFORMATION

Anna Alvarez, Procurement Specialist procurement@ccgroup.org

Administrative offices are located at 3000 Pegasus Park Drive, Suite 800, Dallas, TX 75247.

It is the Proposer’s responsibility to obtain clarification of any information contained herein. Proposers must submit all questions or requests for clarification ONLY in writing. The RFP Number must be referenced in all correspondence pertaining to this RFP. Contact with CCG personnel other than the designated Procurement Contact may be cause for proposal rejection.

SCOPE OF WORK

ChildCareGroup manages Head Start and Early Head Start programs (Dallas and Navarro Counties) and the Texas Workforce Commission’s Child Care Services program through contracts with Workforce Solutions Greater Dallas (Dallas County), Workforce Solutions Southeast Texas (Beaumont Region), and Workforce Solutions Heart of Texas (Waco Region). These contracts provide financial child care scholarships for eligible families, mentoring, and quality improvement strategies for child care programs, obtaining the Texas Rising Star (TRS) quality certification.

Head Start programs are required to obtain and retain the National Association for Education of Young Children NAEYC Accreditation, and community programs that participate in the Texas Workforce Commission’s Child Care Services program are required to obtain a Texas Rising Star Certification.

ChildCareGroup (CCG) is seeking a Contractor to perform minor construction and repair activities as directed by the Facilities Director and shall consist of work activities normally completed by Facilities. The mailto:procurement@ccgroup.org

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Work under this Contract will be done on an “as needed basis” and will be assigned to the Contractor when the workload of the Facilities Director exceeds the available resources or expertise for the timely and successful completion of the work activity. The work activities are based upon work overages, work back log, and/or emergency requests. This Contract is for labor only unless otherwise indicated at the time of request. All work will be approved/inspected by the Facilities Director and subject to regular inspections by the Facilities Director.

SPECIFICATIONS

Assumptions:

• The Contractor shall provide all tools and transportation required to perform the work activities requested by the Facilities Director. Examples may include, but are not limited to, paint spray rig, trowels, hand tools, power tools, table saws, plumbing snakes, battery operated hand tools, paint brushes, paint shakers, and related equipment.

• Strategies for improving operational efficiency and quality of care.

• The Contractor shall bill ChildCareGroup (CCG) only for actual hours worked on-site.

• Billable time shall begin when Contractor personnel arrive at the approved CCG work location and shall end when work activities are completed, and personnel depart the site.

• Lunch periods, breaks, travel time, material pick-up time, and any non-working time shall not be billed unless specifically approved in advance by the Facilities Director

Exceptions:

• Materials required to complete work activities will be reviewed and approved on a job by job basis by the Facilities Director.

• The Facilities Director will determine whether materials will be purchased directly by ChildCareGroup (CCG) or by the Contractor.

• If materials are purchased by the Contractor, prior written approval must be obtained from the Facilities Director, including an itemized estimate of all materials.

• Contractor-provided materials shall be billed at actual cost and must be supported by itemized receipts or invoices. No markup on materials shall be allowed unless explicitly approved in advance by CCG.

• All material costs must be reasonable, necessary, and directly related to the approved scope of work.

• CCG reserves the right to procure materials directly to ensure compliance with procurement policies and cost reasonableness requirements.

Permits:

• The Contractor shall obtain and maintain all required permits, licenses, and approvals necessary to perform the work activities under this Contract, in accordance with all applicable federal, state, and local laws and regulations.

• All costs associated with obtaining permits and licenses shall be the responsibility of the Contractor unless otherwise approved in writing by ChildCareGroup (CCG).

• The Contractor shall provide copies of all required permits and approvals to the Facilities Director prior to the start of work, when applicable.

• The Contractor shall ensure that all work performed complies with applicable building codes, safety regulations, and inspection requirements.

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• Failure to obtain required permits or comply with applicable regulations may result in work stoppage, non-payment, or termination of services.

Contractor’s Employees:

• The successful Contractor will provide an updated list of employees that will work under this Contract upon Contract signature. This list must always be current, and the Contractor is responsible for updating the Facilities Director of any additions/deletions to this list.

• All Contractor employees must wear a clearly identifiable company uniform (company shirt or smock always displaying the company name) while on CCG premises.

• All Contractor employees must display a valid company-issued photo identification badge while on-site.

• Contractor employees shall sign in and out at each CCG location in accordance with site procedures and may be required to be escorted while on-site, as determined by CCG.

• Contractor employees shall comply with all applicable CCG policies, including but not limited to child safety, confidentiality, and facility access protocols.

• The Contractor shall ensure that its employees have the appropriate qualifications, training, and supervision necessary to safely and effectively perform the required services.

Child Safety and Background Checks:

• The Contractor shall ensure that all employees have successfully completed background checks in accordance with applicable federal, state, and local requirements, including those applicable to Head Start, Early Head Start, and Texas Workforce Commission Child Care Services programs.

• Background checks shall include, at a minimum, criminal history screening and any other checks required for individuals working in or around childcare environments.

• The Contractor shall maintain documentation of all completed background checks and shall provide verification to CCG upon request prior to allowing any employee to perform work on-site.

• Any employee who does not meet the required background check standards, or who is deemed unsuitable by CCG, shall not be permitted to work at any CCG location.

Change Order Process:

• Occasionally, additional services may be required which were not included in the Scope of Work request or unforeseen circumstances may develop requiring additional services. The Contractor shall provide a detailed written change order request to the Facilities Director outlining the specific work activity, including materials and equipment needed to complete the specified activity/activities. The Change Order detail shall include labor, materials, and equipment required to complete the work outlined. The Facilities Director will evaluate the request and elect to proceed or seek alternative sources for the work. The Contractor shall not proceed with the work unless written approval is received on the Change Order.

Estimates:

• All estimates shall be provided at no cost to ChildCareGroup (CCG).

• The Contractor shall provide written flat rate estimates for all projects exceeding routine or minor work, as determined by the Facilities Director.

• If requested, the estimates shall include detailed information that pertains to the specific work

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• Estimates must be submitted in writing and approved by the Facilities Director prior to the start of any work.

Safety and Cleanliness:

• The Contractor shall ensure that all safety measures are followed at all times during the performance of the Work.

• All work shall be performed in accordance with applicable federal, state, and local safety regulations, including industry standards such as Occupational Safety and Health Administration (OSHA) requirements.

• Unsafe work practices or conditions will not be tolerated. ChildCareGroup (CCG) reserves the right to stop work immediately if unsafe conditions are observed, at no additional cost to

CCG.

• The Contractor shall be responsible for the safety of its employees, subcontractors, and any other individuals impacted by its operations while on CCG premises.

• The Contractor shall maintain a clean, organized, and hazard free work site at all times during the performance of the Work.

Warranty:

• The Contractor shall correct (at no additional charge) any discrepancies defects, or discrepancies in workmanship, materials, or quantity of work performed in work within three

(3) working days of being notified by the Facilities Director for any issues within quality or quantity of work performed.

Hours of Work:

• Work activities will be conducted during normal business hours unless otherwise notified by the Facilities Director. Normal business hours are Monday through Friday between 6:00am- 6:00pm. Occasionally, scheduling conflicts or building occupancy will require work activities to be completed on weekends, holidays, or evenings/nights. If the Contractor will charge a premium for working outside normal business hours, it must be indicated on the Bid Pricing Sheet in the appropriate section.

• No work is to be performed outside of normal business hours unless approved, in advance, by the Facilities Director.

Security:

• The security of building keys and access cards will be maintained in accordance with CCG’s procedures.

• Liability for list keys or access cards, re-keying costs and other related expenses shall be the full responsibility of the Contractor. If a key or card is lost or stolen the Contractor shall notify the Facilities Director immediately.

• The Contractor shall not alter any lock or reproduce any key or access card.

• The Contractor shall establish procedures to ensure that all building spaces are secured as required by CCG. In addition, the Contractor shall establish procedures regarding the security/safeguard of all keys and access cards issued to the Contractor for access to CCG buildings.

• The Contractor shall establish and maintain internal procedures to safeguard all keys and access cards issued and to ensure that all CCG facilities are properly secured upon completion of work activities.

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• Upon completion of work or termination of the Contract, the Contractor shall return all keys, access cards, and access credentials to CCG within immediately.

Conduct:

Contractor and its employees shall adhere to the following:

• Contractor and its employees appearing to be under the influence of alcohol or drugs or any controlled substance shall not be permitted on-site and may be immediately removed.

• Smoking, vaping, or the use of tobacco products is strictly prohibited inside all CCG facilities and in designated non-smoking areas.

• Contractor employees shall always maintain professional and respectful behavior. Disruptive, inappropriate, or unsafe conduct will not be tolerated.

• Contractor and its employees will not open desk drawers or cabinets nor tamper with any office machines, equipment or any CCG employee’s personal property at any time.

• Contractor and its employees are not to use CCG’s telephones or smoke in CCG buildings.

• Contractor employees shall not use CCG equipment, including telephones, computers, or other devices, unless expressly authorized.

• The Contractor shall not allow or facilitate access to any CCG facility by individuals who are not authorized, including but not limited to non-assigned personnel, visitors, or third parties.

• Children, family members, or other non-work-related individuals associated with the

Contractor or its employees are not permitted on CCG premises at any time.

• Contractor employees shall comply with all CCG policies and procedures while on-site, including safety, security, and child protection requirements.

• CCG reserves the right to require the immediate removal of any Contractor employee who fails to comply with these conduct requirements.

Contractor Responsibilities / Performance of Work:

• The Contractor shall be fully responsible for the quality and accuracy of any and all Work performed in conjunction with this Contract. Neither acceptance of such Work by CCG, nor payment, therefore, shall relieve the Contractor of this responsibility. If and when applicable, the Contractor shall complete all services in conformity with professional standards and shall provide qualified personnel to meet agreed upon schedules.

• In addition, at its own expense, the Contractor shall take all precautions necessary per state regulations and/or OSHA Regulations to protect persons or property against injury or damages occurring as a result of its operations.

• Obtain all permits/licenses required to perform work or deliver products where applicable.

(any cost for compliance shall be paid by the Contractor).

• Provide competent supervisors, and adequately trained personnel to perform all Work under this Contract.

• Perform the Work without unnecessarily interfering with CCG operations

• Provide all vehicles and tools as necessary for its use; and

• Protect existing facilities from damage and promptly repair or replace any damage caused by its employees or arising out of its operations.

New Materials:

• All products and components to be provided under this Contract shall be new (not used, refurbished, or reconditioned, and not of such age or so deteriorated as to impair their usefulness or safety), of current production, and of the most suitable grade for the purpose intended, unless otherwise specified. If at any time during the performance of this Contract the Contractor believes that the furnishing of supplies or components which are not new is

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Protection and Restoration of Property:

• The Contractor shall be responsible for all damage or injury to property of any character, during the prosecution of the Work, resulting from any act, omission, neglect, or misconduct in his/her manner or method of executing the Work, or at any time due to defective Work or materials, and said responsibility will not be released until the project shall have been completed and accepted by the CCG.

• When or where any direct or indirect damage or injury is done to public or private property by or on account of any act, omission, neglect, or misconduct in the execution of the Work, or in consequence of the nonexecution thereof by the Contractor, the Contractor shall restore, at its own expense, such property to a condition similar or equal to that existing before such damage or injury was done, by repairing, or otherwise restoring as may be directed, or he shall make good such damage or injury in a reasonable manner acceptable to the injured party.

Public Convenience and Safety:

• The Contractor shall control its operations and those of its subcontractors and all suppliers to assure the least inconvenience to CCG operation. Under all circumstances, safety shall be the most important consideration.

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PROPOSAL INSTRUCTIONS AND REQUIREMENTS

CCG will receive proposals until the deadline for proposal submittal. This section provides information on how and where to submit a proposal and other pertinent information regarding this RFP. Those who submit proposals are required to read and comply with the instructions and requirements provided herein.

ADDENDA AND CLARIFICATIONS

CCG may, at its sole discretion, elect to issue changes or clarifications to the RFP in the form of a written addendum. Other written information or verbal communications, including but not limited to discussion in a Pre-Proposal conference, shall not constitute a change to the requirements of the RFP. Addenda, if issued, will be mailed, faxed, and/or emailed to all known prospective Proposers prior to the date and time of the Deadline for Proposal Submittal. It is the Proposer’s responsibility to ensure receipt of any addenda issued. Failure of any Proposer to receive any such addenda or clarification shall not relieve the Proposer from any obligations under its proposal as submitted. The Proposer must sign all addenda and return them with their proposal. All addenda shall become part of the contract documents.

Clarification to the RFP will be issued separately and will not become part of the final contract.

PROPOSAL FORMAT REQUIREMENTS

To facilitate and expedite the evaluation process, all information in the Proposal should be organized and presented as directed below. The maximum number of pages for a submitted Proposal must not exceed thirty (30) pages (excluding formatting Tabs, financial statements, and the required forms under Tab 5). A Proposal may be deemed to be non-responsive and may be disqualified, at CCG’s discretion, if the Proposal fails to comply with the following instructions:

• Cover Letter

• Table of Contents

• Proposer Contact Information Form (Attachment A)

• Disclosure Statements. Proposer’s disclosure and description of any outstanding legal issues and claims against it in connection with current Scope of Work / Specifications or other Scope of Work / Specifications undertaken in the last five (5) years.

• Addenda. The acknowledgement page(s) of all addenda issued by CCG shall be signed by the Proposer’s authorized representative and submitted in this section.

• Tab 1 – Brief Executive Overview

• Introduction of the Proposer’s company to include company profile/structure and number of years in operation.

• Persons assigned to the project and their years of experience.

• Overall summary regarding plans to meet CCG’s requirements outlined in the Scope of

Work.

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• Tab 2 – Response to Proposed Scope of Work

• Ability to meet all aspects of CCG’s needs outlined in Scope of Work above, including but not limited to:

o Detailed approach for meeting requirements o Type of services and/or resources proposed to meet requirements o Proposed personnel structure assigned to CCG including qualifications o Examples of past work on similar projects

• Tab 3 – Vendor’s Experience/Capacity

• Experience performing the types of work outlined in the scope of work

• Experience working with non-profits or with entities of a similar size and scope

• If your company has done business with CCG, list project(s) and dates

• Provide all Qualifications: resume, college transcript(s), and all current credentials and certifications

• Provide a list of three (3) references. Include the following information:

o Company name o Address, phone, email o Contact names o Brief description of work performed

• Tab 4 – Cost Proposal and Insurance Verification (Attachment B)

The required Cost Proposal shall be assembled and presented in accordance with the format and Instructions for this solicitation.

• Complete the included Cost Proposal Sheet

• W9

• Copy of Insurance, to include automobile liability insurance and worker's compensation (if applicable)

• Tab 5 – Proposal Certification Forms (Attachment C)

• Proposal Certification Forms A-F must be signed and included with response.

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PROPOSAL SUBMISSION REQUIREMENTS

CCG will accept Proposals up to the Deadline for Proposal Submittal. CCG will not consider late proposals.

All proposals submitted in response to this RFP shall become the property of CCG and will not be returned to the Proposer.

Submittals: Proposals should be submitted electronically to procurement@ccgroup.org.

Proposer must submit all Proposal Response Forms, plus all addenda, completed forms, and any requested information and documentation as part of its proposal. Proposer’s failure to include all submittals may be cause to consider a proposal non-responsive.

Alternate Proposals: No Alternate Proposals will be considered - only one proposal per Proposer.

Acceptance of Scope of Work/Specification Requirements: CCG will presume that the product or service offered complies with each requirement of the specifications unless indicated otherwise. If the product or service offered is different than specified, Proposer must note the difference on an attached document that details the exception(s) to specifications. Failure of the Proposer to make the required acknowledgements may cause their Proposal to be considered non-responsive, in the sole determination of CCG. Should any product be delivered, or service performed which is not as the Successful Proposer has purported it to be in its Proposal, said Successful Proposer will be required to correct any deficiencies without additional cost to CCG.

Confidential or Proprietary Markings: Any portion of the Proposal that Proposer considers confidential or proprietary information, or to contain trade secrets of Proposing Firm, must be marked accordingly. This marking must be explicit as to the designated information. This designation may not guarantee the non-release of the information under the Public Information Act or as otherwise required by law but does provide CCG with a means to review the issues thoroughly and, if justified, request an opinion by the Texas Attorney General's office prior to releasing any information requested under the Public Information Act.

PROPOSAL RECEIPT AND EVALUATION

Responses to this RFP (Proposals) become the exclusive property of CCG. Proposals will be reviewed by CCG so as to avoid disclosure of contents to competing Proposers and will be kept confidential during the process of negotiation. Proposals will not be publicly read.

Proposals will be evaluated on the basis given in the Specifications/Scope of Work and as described in the “Evaluation Criteria” Section of this RFP. Until final award of a contract, CCG reserves the right to reject any or all proposals, to waive technicalities, or to proceed with a Contract for the services otherwise as deemed in CCG’s best interest.

CCG reserves the right to request additional information from any or all Proposers and to conduct necessary investigations to determine (a) if the product and/or service offered meets CCG’s requirements, (b) the quality and reliability of the Proposer’s performance, and/or (c) to determine the accuracy of the proposal information. As part of said investigations, CCG may interview and/or visit companies or public entities listed as references.

CCG reserves the right to select any/all options that is/are determined to be in its best interests and at the sole discretion of CCG.

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PROPOSAL WITHDRAWAL

Proposer, by submitting a proposal, warrants and guarantees that the proposal has been carefully reviewed and checked and that it is in all things true, accurate and free of mistakes. However, Proposers have a common law right to withdraw a proposal due to material mistake in the proposal.

Proposer must submit a request to withdraw a proposal in writing to procurement@ccgroup.org. The written request to withdraw a proposal must state the reason for withdrawal and, if the request is made after deadline for proposal submittal, the details of the material mistake must be included in the request. A proposal for which withdrawal is properly requested prior to deadline for submittal will be returned to the Proposer unopened.

If the Proposer elects to withdraw its proposal and withdrawal is accepted by CCG, the proposal will become null and void. The proposal will not be eligible to be reinstated.

CONTRACT AWARD

Should a proposal be selected for contract, the Proposer agrees to perform the Contract in accordance with the documents listed below.

• Contractor’s Submitted Proposal

• Negotiated Modifications, if applicable

• Addenda, if applicable

• RFP Scope of Work/Specifications

• Special Provisions

• General Terms and Conditions

Proposer has reviewed all the terms, conditions and provisions contained in the RFP to ensure it can comply with and concur with all requirements should a Contract be awarded.

EVALUATION CRITERIA

The evaluation criteria listed below will be used to determine which proposal response is most advantageous to CCG. Said determination will be made in CCG’s best interest and shall therefore be considered final. Proposals will be evaluated based on the criteria and corresponding weight given in each evaluation category listed herein. The response to the requirements of the RFP, Scope of Work as well as proposed costs will also be used in CCG’s evaluation. CCG’s evaluation team may consider feedback from references and/or CCG’s direct experience with a proposer or a proposed sub-consultant as part of their evaluation process and consideration for scoring proposals. CCG’s evaluation team reserves the right to shortlist proposers based upon a minimum consolidated average score of 70 or better received during the evaluation process.

Discussions may be conducted with shortlisted/finalist proposers as determined by the evaluation team.

Proposers shall be treated fairly and equally with respect to any opportunity for discussions and revisions of proposals. Proposers are strongly urged to provide competitive pricing since revisions may not be permitted after submissions and before the award of the Contract. CCG may request a Best and Final Offer (BAFO) and/or make a recommendation for Contract award.

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Proposals will be evaluated based on the following

1. Professional capacity to undertake the Scope of Work (40 Points). This category will be evaluated based on:

• Overall understanding and capacity to meet CCG’s requirements provided in the Scope of Work/Specifications

• Background and experience of proposed contractor and team member personnel, including any proposed subcontractor personnel; rationale for selection of team members and their assigned roles

2. Work History and Relevant Experience (20 Points)

• History of company and individuals working on this project as it relates to the requirements listed in this RFP

• Ability to comply with providing the proposed services as written in the scope of work

3. Qualifications (15 Points)

• Current Credentials and Certifications, and background checks for all employees who will work under this contract.

• Reference Checks

• Contractor shall have been in business a minimum of seven (7) years’ professional experience performing the same or similar work.

4. MBE/WBE/HUB entity (5 Points)

• Evaluation based on evidence of certification by state/federal certifying agency

5. Cost Proposal (20 Points).

• Evaluation of the Cost Proposal Sheet

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COST PROPOSAL SHEET:

Pricing of the tasks in the Cost Proposal Sheet will include all overhead, insurance, and profit, fuel charges, labor charges (per man/per hour) as is work which will normally take one week or less to complete. Larger projects will be completed at a flat rate as requested by the Facilities Director.

The undersigned, as an independent contractor, hereby offers to provide ChildCareGroup (CCG), at the terms and conditions contained in this Solicitation No. 2026-07 and this Bid, the following goods and/or services at the prices hereby bid: Please use attached Excel Cost Sheet for proper computation.

Work Activity

Delivery Schedule (business days to start work activity after notice to proceed received)

Cost

(cost per man/per hour)

Example: Install Widget 3 days $50

Example: Install Widget 0 days No Bid

Interior Painting

Exterior Painting

Drywall Repair/Installation

Carpentry – Framing Wood

Tape, Bed, Texture

Laborer Cost (jobs not requiring skilled technician or where technician needs assistance

Night Premium Charges (added to regular hourly charges)

Weekend Premium Charges (added to regular charges)

Power Washing

Repair/Install Door Hardware

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Install/Repair/Window/Glass/

Hardware/Storefront

Carpentry – Finish

Concrete Repair with Flexkrete

Concrete Replacement

Caulking –Exterior

Route/Seal Concrete Ramps & Driveways

Demolition – Wood Framing

Demolition – Metal Framing

Demolition – Concrete

Corrosion Control Metal Structures

Grout Repair/Replace/Seal Vertical and Horizontal

Caulking Interior – Sinks, Countertops

Restripe Parking Lots

Construct Shelving – Metal/Wood

Flooring Repair – Carpet, VCT, Vinyl, Wood, Ceramic, etc.

Floor Install - Carpet, VCT, Vinyl, Wood, Ceramic, etc.

Repair/Replace Siding, Soffit, Fascia

Repair/Replace Fencing, Wood/Metal/Chain Link

Gutter Cleaning/Repair

Roof Drain Cleaning

Install/Relocate Mailboxes

Install/Repair Railing Wood/Metal

Repair/Replace/Install Weather-Stripping

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Clean/Organize Mechanical Rooms, Storage Areas, Trash Enclosures Interior/Exterior

Assist with relocation of office furniture

Assist with Setup of Office Furniture and Equipment

Repair/Replace/Install Ceiling Tile and Grid

Clean light fixtures interior/exterior

Clean ceiling fans interior/exterior

Clean Air Registers Supply and Return

Install/Replace Signage – Interior/Exterior

Repair/Replace Laminate Countertops, Desks

Total Annual Cost $

Hourly rate/premium charge for work conducted outside of normal business hours: $

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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. NOTIFICATION: CCG advertises procurement opportunities through the Dallas Morning News.

CCG shall not be responsible for information distributed by sources other than those listed.

3. 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.

4. SILENCE OF SPECIFICATION: The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

5. 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.

6. ELECTRONIC SUBMISSIONS: Electronic submissions will be accepted by CCG as valid responses to RFPs issued by CCG. Electronic submissions to CCG shall be electronically signed and dated by a duly designated representative or agent of the company submitting the proposal.

Proposer should clearly and concisely provide all requested information as stated in the proposal document. Failure to provide the requested information may be reason to deem such submission non-responsive.

7. LATE SUBMISSIONS: The date/time stamp located in the CCG Procurement Department serves as the official time clock. Submissions received in the Procurement Department after the stated deadline shall be refused and returned unopened. CCG is not responsible for issues encountered with methods of delivery.

8. PRICING: Prices offered shall be submitted for units of quantity as specified in the proposal document, extended, and totaled. In the case of a discrepancy in the extended price, the unit price shall govern and control. Any alteration, strike-through or erasure made prior to proposal opening shall be initialed by the signer of the proposal, guaranteeing authenticity.

9. FOR BIDS ONLY: Prices offered cannot be altered or amended after the submission deadline.

Bids may not be changed for the purpose of correcting minor errors in bid price after bid opening.

However, a bidder may be able to withdraw a bid only if it contains a substantial mistake that would, in the sole opinion of CCG, cause a great hardship if enforced against the bidder.

10. 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 prices offered. A Tax-Exempt Form will be provided by CCG upon request.

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11. WITHDRAWAL OF PROPOSAL: Proposer agrees that its proposal may not be withdrawn or cancelled for a period of one hundred twenty (120) days following the date and time designated for the receipt of proposal without written approval of the Procurement department.

12. F.O.B./DAMAGE: Prices offered shall be F.O.B. Destination, ChildCareGroup and shall be all inclusive of shipping, handling, and packaging costs. CCG accepts and assumes no liability for goods delivered in damaged or unacceptable condition. The successful proposer shall be responsible for handling all claims with carriers, and in case of damaged or unacceptable goods, shall ship replacement goods immediately upon notification by CCG.

13. PREPARATION COST: All costs associated with the preparation of an offer shall be borne by the proposer. CCG will not be liable for any costs associated with the preparation, transmittal, or presentation of submissions, or with any materials submitted in response to the same.

14. SAMPLES: At CCG’s discretion, samples may be required prior to award of proposal, or prior to delivery of goods or services. Samples shall be provided at no cost to CCG. Samples should not be enclosed with submission unless specifically requested.

15. QUALITY: Any catalog, brand names, or manufacturer’s reference in this proposal packet is descriptive and not restrictive and is intended to indicate type and minimum quality level desired for comparison purposes, unless otherwise stated herein. All products and/or optional equipment offered shall be new and of current manufacture. No items of a demonstrator, leased, reconditioned, rebuilt, refurbished, repossessed, or used nature shall be considered, unless otherwise specifically stated herein.

16. PROPOSAL OPENINGS: CCG will make a determination regarding the responsiveness of proposals submitted based upon compliance with all applicable laws and CCG’s procurement guidelines and project documents including, but not necessarily limited to, the proposal specifications and contract documents. CCG will notify the successful proposer upon award of the contract; and, if required by State law, all proposals received will be available for inspection after award.

17. ANTI-COLLUSION: In submitting a proposal, Proposer certifies that they have not participated in, nor have they been party to any collusion, price fixing or any other illegal or unethical agreements with any company, firm or person concerning the pricing offered.

18. NO PROHIBITED INTEREST: Proposer acknowledges awareness of the state laws, CCG bylaws and procurement guidelines regarding conflicts of interest and agrees to comply with each. No officer, employee or agent of CCG shall participate in the negotiation, selection, discussion, award or administration of a contract or procurement supported by public funds if: 1) that individual has a substantial interest in a person or entity, as defined by state/federal laws governing CCG., that is the subject of the contract or procurement; or 2) a conflict of interest, either real or apparent, would be involved, as defined herein.

19. DELINQUENT TAXES: Any person, firm, or corporation that is in arrears to a federal/state entity for delinquent taxes or otherwise, will not be recommended for award of any proposal until the arrearage has been cleared in writing and documentation forwarded to CCG. If a proposer becomes delinquent while a contract is in force, payment for goods or services provided to CCG under said contract or purchase order may be withheld until the arrearage has been cleared and written documentation forwarded to CCG.

20. MINIMUM STANDARDS FOR RESPONSIBILITY: A proposer must affirmatively demonstrate

19 | P a g e responsibility. CCG may request representation and other information sufficient to determine proposer’s ability to meet the minimum standards including but not limited to, the following:

A. Have adequate financial resources, or the ability to obtain such resources as required;

B. Ability to comply with the required or proposed delivery schedule;

C. Have satisfactory record of performance;

D. Have a satisfactory record of integrity and ethics;

E. Be otherwise qualified and eligible to receive an award.

21. AWARD OF CONTRACT: CCG reserves the right to award single or multiple contracts for the goods or services as stated herein. Furthermore, CCG reserves the right to take administration costs into consideration when awarding multiple contracts.

When applicable, CCG may award proposals to the lowest responsive responsible proposer(s), or to the proposer(s) who provides goods or services at the best value to CCG. If using these methods, the selection criteria will be clearly identified in the proposal document. The best value method may take into consideration, in whole or in part, by way of illustration and not limitation, the following criteria:

A. The purchase price;

B. The reputation of the proposer and of the proposer’s goods or services;

C. The quality of the proposer’s goods or services;

D. The extent to which the goods or services meet CCG’s needs;

E. The proposer’s past relationship with CCG;

F. The impact on the ability of CCG to comply with laws and rules relating to contracting with historically underutilized businesses and nonprofit organizations employing persons with disabilities;

G. The total long-term cost to CCG to acquire the proposer’s goods or services;

H. Any relevant criteria specifically listed herein or in the contract documents.

22. ACCEPTANCE: Proposer agrees that acceptance of any or all items by CCG shall be binding upon proposer. Proposer shall thereafter execute all documents necessary to enter into a contract in a form acceptable to and properly executed by CCG to provide such goods and services.

23. CONTRACT PERIOD: Unless otherwise stated in the specifications contained herein, the contract period for the proposal will be for one (1) year upon CCG approval, with four (4) optional one (1) year renewal periods if agreeable to both parties.

24. NONDISCRIMINATION: During the term of any contract resulting from this RFP, the Vendor agrees, assures and certifies that, except as permitted by law, the Vendor shall not discriminate on the grounds of race, religious creed, color, national origin, ancestry, age, physical disability, mental disability, medical condition include the medical condition of Acquired Immune Deficiency Syndrome (AIDS) or any condition related thereto, marital status, sex or sexual orientation, the selection or retention of employees and subcontractors and the procurement of materials and equipment.

25. ASSIGNMENT: The successful proposer shall not sell, assign, transfer or convey any contract, in whole or in part, without the prior written consent of CCG obtained through CCG’s Procurement Department.

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26. AFFIRMATIVE ACTION REQUIREMENT: CCG does not discriminate against any employee or applicant for employment because of race, religion, color, sex, age, national origin, handicap, sexual orientation or political affiliation. Vendor is encouraged to follow such practices.

Minority/disadvantaged and women’s business enterprises are encouraged to submit proposals.

27. CONFLICT OF INTEREST: Vendors shall not, under penalty of law, offer or provide any gratuities, favors or anything of monetary value to any officer, member employee or agent of CCG for the purpose of or having the effect of influencing favorable disposition toward their own proposal or any other proposal submitted hereunder. No employee, officer, or agent of CCG shall participate in the selection, award, or administration of a contract supported by these funds if a conflict of interest, real or apparent, would be involved.

28. 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 proposer. All change orders and modifications to the contract shall be processed through the Procurement Department only.

29. DELIVERY PROMISE – PENALTIES: Where indicated, proposers must provide number of calendar days required to deliver goods or services to CCG after receipt of order (ARO). Do not quote shipping dates. When delivery delay can be foreseen, the proposer shall provide advance notice to the Procurement Manager, who shall have the right to extend the delivery date if reasons for delay are acceptable. Default in promised delivery, without acceptable reason(s), or failure to meet specifications as contained herein or in the contract documents, authorizes the Procurement Department to purchase goods or services from an alternate source. The defaulting proposer may be subject to re-procurement costs.

30. DELIVERY TIMES: Unless otherwise specified herein, deliveries will only be accepted during normal working hours at location(s) designated by CCG.

31. INSPECTION: Upon receipt of goods or services, the same will be inspected for compliance with the specifications and contract documents. If the goods or services do not pass inspection, the proposer will be required to remedy the situation at the proposer’s sole expense. The proposer will be required to retrieve the rejected goods at the delivery point and provide the necessary repairs of or replacement and return of the goods in new condition to the original point of delivery;

or re-perform services in accordance with the plans and specifications and terms and conditions of the contract and to CCG’s satisfaction.

32. INVOICES: Invoices shall be submitted to ap@ccgroup.org, attention Accounts Payable.

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

34. INSURANCE: CCG requires proposer(s) to carry the minimum Commercial General Liability insurance of $1,000,000 as required by the greater of the requirements contained in state laws or the insurance requirements contained in the Special Provisions herein.

35. 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 mailto:ap@ccgroup.org

21 | P a g e adjustment at the time of contract renewal by submitting a request in written form to the Senior Director of Procurement. CCG reserves the right to approve or reject any and all requests for price escalations.

36. 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.

37. 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.

38. PATENT RIGHTS: Proposer agrees to release, defend, indemnify, and hold harmless

ChildCareGroup from and against any claim involving patent right infringement or copyright infringement on goods or services supplied to CCG.

39. PROTESTS: All protests regarding the RFP process must be submitted in written form to the

CFO/COO within five (5) working days following the opening of proposals. This includes all protests relating to legal advertisements, deadlines, proposal openings, and all other related procedures under State law, as well as any protests relating to alleged improprieties or ambiguities in the specifications contained in the RFP or contract documents.

Post-award protests must be submitted in written form to the CFO within five (5) working days after award. The protest must include, at a minimum, the name of protester, proposal number or description of goods or services, and a statement of the grounds for protest. The CFO, having authority to make the final determination, will respond within ten (10) working days to each substantive issue raised in the protest. Allowances for reconsiderations shall be made only if credible data becomes available that was not previously known, or if there has been an error of law or regulation.

40. TERMINATION FOR DEFAULT: CCG reserves the right to terminate the contract immediately in the event the proposer fails to meet delivery schedules or otherwise perform 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.

41. 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 therefrom.

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42. VENUE: The validity of the contract and of any of its terms or provisions, as well as the rights and duties hereunder or the contract documents, shall be governed by and construed in accordance with the laws of the State of Texas. Exclusive venue for any legal action shall lie in Dallas County, Texas.

43. DETERMINATION OF NON-RESPONSIBLE PROPOSER: CCG may disqualify a proposer as non-responsible and its proposal shall not be considered for reasons including, but not limited to, the following:

A. Reason for believing collusion exists among proposers.

B. Where the proposer, any subcontractor, supplier, or the Surety on any bond given, or to be given, is in litigation with CCG, or where such litigation is contemplated or imminent, in the sole opinion of CCG.

C. The proposer being in arrears on any existing contract or having defaulted on a previous contract.

D. Lack of competency, in the judgment of CCG, as revealed by pertinent factors, including but not necessarily limited to, experience and equipment, information…