M-09-26 Child Care Services.pdf

Child Care Services Bristol Community College

March 2026

Request for Proposal

M-09-26

Proposals Due April 2, 2026

777 Elsbree Street

Fall River, MA 02720 Phone: (508) 678-2811 Fax: (508) 730-3279

Issued March 2, 2026

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Table of Contents

A. Procurement Purpose …………………………………….. Page 4 B. Timeline …………………………………………….……. Page 4 C. Per-Bid Conference and Tour ……………………………. Page 4 D. About Bristol Community College ……………….……… Pages 4 - 5 E. Anticipated Contract Agreement Term ………………….. Page 5 F. Inquiries ………………………………………...……...… Page 5 G. General Information ………………………………..,……. Pages 5 - 6 H. Unforeseen Office Closure ………………………….……. Page 6 I. Confidentiality …………………………………………… Page 6 J. Preparation Costs ………………………………………… Page 6 K. General Processing and Selection Procedures …………… Pages 6 - 7 L. Current Child Care Space ………………………………… Pages 7 - 8 M. Past Enrollment Numbers ……………………………….. Page 8 N. Scope of Services ………………………………………… Pages 8 - 9 O. Scope of Work …………………………………………… Pages 9 - 10 P. Contract Terms …………………………………………… Pages 10 - 17

1. Compensation Insurance

2. Dependent Care Assistance Program

3. Service Model

4. Schedule

5. Financial Obligation

6. Provider Obligations

7. Term of Tenancy

8. Description of Premises

9. Consideration and Limitations on Use

10. Right of Entry

11. Hours of Operation

12. Enrollment Reports

13. Fixtures

14. Premises Maintenance and Use Requirements

15. Payment for Contractor’s Work

16. Damage by Fire or Other Casualty

17. Contract Termination

18. Termination upon default by Provider

19. Personnel/Equal Employment

20. Licensing Requirements

21. Marketing

22. Representation

23. Supplies and Equipment

24. Records Inspection

25. Assignment

Continued …

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Q. Accessibility Conformance Report ……………………… Pages 17 - 18 R. Evaluation Criteria ………………………………………. Pages 18 - 19 S. Bidder Information ………………………………………. Pages 19 - 20 T. General Conditions and Notice to Bidder ……………….. Pages 20 - 22 U. Proposal Submission Structure ………………………..… Pages 22 - 25 V. Submission of Proposal ………………………………..… Page 25 W. Timeline ………………………………………………..… Pages 26

Appendix A - Company Contact Information Appendix B - Non-Collusion Statement Appendix C - Tax Compliance Certification Appendix D - References Appendix E - Price Proposal

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A. Procurement Purpose Bristol Community College (hereinafter, Bristol or the College), an agency of the Commonwealth of Massachusetts, seeks proposals from community-based child care providers to provide year-round child care services on the Elsbree Street campus in Fall River, MA. Providers are invited to submit proposals to operate a child care center that will meet the Massachusetts Department of Early Education and Care (EEC) licensing requirements and City of Fall River standards.

If a provider is part of a purchasing program under a State or National contract and is offering contract pricing, the contract number must be noted on the proposal for reference.

This RFP does not obligate Bristol to take any specific action. The College reserves the right to select the proposal that, in its judgment, best aligns with its needs, taking into account the provider’s overall ability to effectively provide the requested services.

B. Timeline

Dates may be revised due to unforeseen circumstances. Every effort will be made to inform known bidders of changes to the timeline. Below is a tentative schedule of events for this project.

Event Date Bid Availability/ Advertised March 2, 2026 Per-Bid Conference and Tour March 12, 2026 Bid Questions Due March 19, 2026 Response to Questions March 26, 2026 Bids Proposals Due April 2, 2026 Proposal Review Process April 6 – April 17, 2026 College conducts reference checks. April 20 – April 24, 2026 Contract Awarded Notification (estimated) April 30, 2036 Child Care Services Opening No Later Than – July 1, 2026

Dates are subject to change and amendments will include any changes to the schedule prior to the RFP closing date.

C. Per-Bid Conference and Tour A pre-bid conference followed by a tour of the facility will be held on Thursday, March 12, 2026, at 5:00pm in Building C, Room 110, in the Siegel Health Technologies Building.

D. About Bristol Community College Bristol Community College has core values rooted in student success and lifelong learning.

For more than 60 years, Bristol has served as a leading resource for education and workforce development in the region including locations in Attleboro, Fall River, New Bedford and Taunton.

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The College offers a rich variety of degrees, certificate and training programs along with flexible online offerings that lead to an associate degree, a career-ready certificate or the ability to transfer to baccalaureate colleges throughout the state and country.

Bristol’s Business Solutions & Partnerships provides customized training for businesses and the community. The College also strives to put the needs of learners first with support services and career advancement opportunities that lead to student success by reducing barriers to educational access.

The College is one of the largest employers in the region and is dedicated to fostering an inclusive environment with a rich diversity of beliefs, cultures, languages, abilities and lifestyles. Bristol is a public community college accredited by the New England Commission of Higher Education (NECHE). https://Bristolcc.edu

E. Anticipated Contract Agreement Term The term will be July 1, 2026 and continue for three (3) years concluding on June 30, 2029, and may be renewable thereafter for three (3) additional years (July 1, 2029 to June 30, 2032).

Facility license pricing for the renewal periods and any other new provisions shall be based on the mutual consent of the Provider and Bristol. If at any time the Provider seeks a price increase for Bristol students, faculty and staff, it must be mutually agreed upon and will require sixty (60) day notice to students, faculty and staff.

Renewal is contingent upon fiscal funding, provider performance, and if it remains in the best interest of Bristol.

F. Inquiries

All questions shall be answered in writing through an addendum, and both the question and response shall be sent to all providers who were sent the RFP.

All questions and requests for information or clarification must be submitted via e-mail by March 19, 2026, no later than 4:00 p.m. Eastern Standard Time via email to Philicia Pacheco, Director of Purchasing and Business Services at Philicia.Pacheco@Bristolcc.edu with "M- 09-26 Child Care Services" on the subject line.

No questions other than via this method will be accepted. No response other than via this method will be binding upon Bristol.

G. General Information Unless otherwise specified in this RFP, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all price proposals or figures in U.S. currency. All times listed in this RFP are Eastern Standard Time. All responses must be submitted in accordance with the specific terms of this RFP.

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Proposals must be available for acceptance for at least ninety (90) days after the proposal opening date unless otherwise noted in the proposal.

Providers are prohibited from communicating directly with any employee of the College except as specified in this RFP and no other individual employee or representative is authorized to provide any information or respond to any question or inquiry concerning this

RFP.

Should a provider find discrepancies in or omissions from the specifications, or shall be in doubt as to their meaning, the provider should notify the College contact Philicia Pacheco at Philicia.Pacheco@Bristolcc.edu with " M-09-26 Child Care Services " on the subject line.

The College accepts no liability and will not provide any accommodation to bidders who submit a response based upon unsolicited and an out-of-date solicitation document.

The College retains the discretion to accept the proposal it determines to be in the best interest of both the College and the Commonwealth of Massachusetts. In making this decision, the College will consider which proposal most closely satisfies its requirements, with particular attention to the provider’s demonstrated capability to deliver the requested services effectively.

H. Unforeseen Office Closure If, at the time of the scheduled proposal deadline, the College is closed due to uncontrolled events such as fire, snow, ice, wind, building evacuation or pandemic, the proposal deadline will be postponed until 2:00 p.m. on the next normal business day. Proposals will be accepted until that date and time.

I. Confidentiality

The College reserves the right to review the content of provider responses with internal or external persons for the purposes of provider selection.

J. Preparation Costs

Bidders are responsible for all costs incurred in responding to the RFP (including demonstrations). Bristol will not reimburse any costs under any circumstances, even if the RFP is canceled, no contract is awarded, or the project proceeds through another process.

All documentation submitted with an RFP response becomes the property of Bristol.

K. General Processing and Selection Procedures The following procedures are generally used in the selection of a provider to perform professional services:

1. An RFP package is available to all interested parties. It is available on the

Commonwealth of Massachusetts’ website, https://www.commbuys.com/.

2. A Selection Committee (the Committee) is formed to evaluate RFP responses.

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3. The Committee receives RFP responses for review

4. The Committee reviews and evaluates the RFP responses based on the established selection criteria and a comparison of RFP responses received. If necessary, the committee may request a meeting with one or more of the Providers to clarify and/or expand on the response. In accordance with the requirements of the RFP, the College may negotiate terms, conditions and fees with the successful Bidder.

5. The committee selects the RFP response which, based on the ability to meet the criteria, appears to be the most advantageous selection for the College, and subsequently recommends contract award to the Vice President of Administration and Finance, who will make the final decision.

6. The College reserves the right to reject all proposals or parts thereof, to waive any irregularities or informalities in the RFP procedures and to award the contract agreement in a manner best serving the interest of the College.

L. Current Child Care Space

Bristol’s Child Care Center is located in the Siegel Health Technologies Building (C Building). The current service model is a Preschool and is approved for 20 (FTE) children, ages 2 years, 9 months through 6 years. The previous service model was Daycare approved at 39 (FTE) children, ages 2 years, 9 months through 6 years.

The College provides heat, lighting, electricity, trash collection, water, telephone, and Wi-Fi/ internet service. A kitchen, with a dishwasher, oven, sink, and refrigerator is available across the hall for use by the child care center. Playground facilities are adjacent to the child care center. The locations listed below will make up the designated child care space for the purposes of this contract.

C112 Main Area 1,266 sq. ft.

C112A Open Area 90 sq. ft.

C112B Boys Restroom 211 sq. ft.

Girls Restroom

C112C Open Area 90 sq. ft.

C112D Storage Closet

C112E Storage Closet

C114A Kitchen 120 sq. ft.

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Playground Fenced In 2,363 sq. ft.

M. Past Enrollment Numbers

Semester Bristol Students Bristol Employees Community Total Fall 2021 10 3 4 17 Spring 2022 9 5 6 20 Summer 2022 4 6 8 18 Fall 2022 6 5 9 20 Spring 2023 7 5 7 19 Summer 2023 2 4 6 12 Fall 2023 7 4 9 20 Spring 2024 8 4 8 20 Summer 2024 2 2 5 9 Fall 2024 9 2 7 18 Spring 2025 9 2 7 18 Summer 2025 5 3 4 12 Fall 2025 9 4 5 18 Spring 2026 9 4 5 18

N. Scope of Services

The RFP and Provider’s proposal shall constitute the basis for the contract agreement between the successful Provider and the College. The content within this section provides additional clarity of expectations related to services required or terms expected to be in the final contract agreement which the Provider should consider as they develop their proposal.

Any use of the term ‘the/this Agreement’ hereafter is in the context of a future contemplated contract agreement between the College and the Provider.

This RFP addresses the provision of child care services, described below. Bristol is seeking to engage a "best in class" Provider who will deliver outstanding child care services for the

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Fall River campus year-round. The selected provider will work with Bristol's senior leadership and designated personnel to provide and maintain a safe, secure, friendly and inviting campus environment, and atmosphere which advance the goals of academic excellence, preparation for workforce employment, development of students into productive members of their communities and their contributions to the overall advancement of their State and Country as citizens and leaders.

Priority order for enrollment in the center is for the children of 1) Bristol students, 2) Bristol faculty and staff, and 3) the community. The intention of the priority order is to ensure that the children of students will always have first access to any available slots.

Specifically, Bristol will award this contract to the respondent whose RFP details demonstrate:

1. The best understanding of the child care needs and requirements Bristol’s Child Care Center.

2. A proven track record of results in facilitating, fostering and maintaining a safe, secure, friendly, inviting environment for child care services.

3. A sensible, cost-effective approach to delivering quality child care services.

4. A reputation as an innovator.

5. Provider must provide four (4) exemplary references.

6. How they will incorporate technology as an effective mechanism in maintaining a safe child care facility.

7. Exemplary training of staff.

8. Adherence to a set of principles that results in providing and delivering the very best child care services.

9. Compliance with Clery Act requirements.

10. Compliance with Violence Against Women Act (VAWA) as it applies to the Clery Act and Title IX.

O. Statement of Work

Respondents must include a Statement of Work that incorporates the stated specifications and objectives of Bristol to ensure that the child care services provided will be performed professionally and in accordance with the highest and best industry standards.

The Statement of Work should include the following:

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Specifications

1. Hours of operation

2. Staffing schedules

3. Organizational chart

4. Staff training programs

5. Responsibility of provider to ensure that all staff possess the proper and appropriate state and federal work permits and papers and other eligibility requirements.

6. Responsibility of provider to conduct background checks on all staff to be located on Bristol's campus to perform child care services which are the subject of this RFP.

7. The Provider shall ensure that any employee working at the College under this Agreement has undergone a check for Criminal Offender Record Information ("CORI"). No employee will be permitted to work at the College unless the check has been performed and there is no criminal history. CORI checks and determinations as provided above must be made as close as reasonably feasible to the date on which the employee is scheduled to begin working at the College and annually thereafter. The Provider shall notify employees that work at the College, must report any changes in their CORI reports during the term of their work at the College and are subject to discipline up to and including termination for failure to do so.

8. Names of on-site supervisors and their resumes.

9. A plan that ensures the safety and well-being of the children receiving services at Bristol Community College.

P. Contract Terms No person, including but not limited to corporations, partnerships, limited partnerships or limited liability corporations, shall be eligible to receive a contract under this invitation to bid and/or request for proposal if that person has been convicted of any felony offense involving the distribution of controlled substances as that term is defined under Chapter 94C of the General Laws, and for contract to be performed for on-site child care services at Bristol Community College, if that person or any person to be employed by that person in the performance of such on-site child care services has been convicted of a "sex offense" or a "sex offense involving a child" or "sexually violent offense" or would meet the definition of "sexually violent predator" as those terms defined in Section 178C of the General Laws and who must register with the sex offender registry board.

The respondent will be required to indemnify and hold harmless Bristol, for all damages to life and property that may occur due to his/her negligence or that of his/her employees, subcontractors, etc., during this contract.

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1. Compensation Insurance Provide all customary comprehensive liability insurance coverage of at least $1,000,000 throughout the life of this agreement without recourse to the College and so as to hold the College harmless. For all insurance required, a certified copy of each policy or certificate of such insurance shall be delivered to the College within fourteen (14) calendar days after the signing of a contract agreement. Each certificate or instrument shall contain a valid provision or endorsement that the policy may not be canceled, terminated, changed, or modified without giving thirty (30) calendar days' written advance notice to the College. If determined necessary by the College, the Provider shall deliver to the College, upon demand, the original of any policy for review, and upon completion of the review, the policy shall be returned to the Provider. The Provider shall include a provision that there will be no right of subrogation against the College in the event of a worker’s compensation or liability insurance payment.

The Provider shall have and maintain without deductibility, Contractor’s Public Liability and Property Insurance and Contractor’s Protective Public Liability, Protective Property Damage Liability Insurance and Comprehensive Automobile Liability in not less than the following amounts:

A. Worker’s Compensation:

Worker’s compensation must include and cover working executives and owner/operators.

State Statutory Applicable Federal Statutory Employer’s Liability Each Accident $1,000,000.00 Disease policy limit $500,000.00 Disease per employee $100,000.00

B. Comprehensive General Liability

Including Premises-Operations: Independent Contractor’s Protective:

Products and Completed Operation Broad Form Property

Bodily Injury

Each Person $1,000,000.00 Annual Aggregate $1,000,000.00

Property Damage

Each Occurrence $1,000,000.00

C. Contractual Liability

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D. Personal Injury with Employment Exclusion deleted

E. Comprehensive Automobile Liability

Each Person $1,000,000.00

F. Umbrella Policy $5,000,000.00

The Provider indemnifies and holds harmless the Awarding Authority, Bristol, the Board of Higher Education, and the Commonwealth of Massachusetts from any liability during the receipt, service, and sale of Provider’s items and sale of items or from any of its employees, agents, or authorized subcontractors in the performance of its obligations under the agreement.

2. Service Model The Provider must include a clear statement identifying whether the services proposed will operate as a Daycare program, a Preschool program, or a combined Daycare/Preschool model.

3. Dependent Care Assistance Program The respondent shall certify in writing that, at the time of proposal award, it is in compliance with the provisions of the Acts of 1990, Chapter 521, Section 7 as amended by the Acts of 1991 Chapter 329 and 102 CMR 12.00 and that the respondent is either a "qualified employer" (It has fifty (50) or more full time employees and has established a dependent care assistance program, child care tuition assistance or child care placements) or is an exempt employer.

4. Schedule

The child care facility calendar must align with the College’s official academic calendar, including but not limited to:

• Observed holidays

• Energy conservation or campus shutdown periods

• Weather-related closures or delays

• Any other College-mandated closures or operational adjustments

In the event the College announces an emergency closure or delayed opening, the child care facility is expected to follow the same schedule unless otherwise directed by the College.

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The Provider shall submit a proposed annual calendar to the College for review. The final operating calendar must be jointly reviewed and approved by both the College and the Provider prior to publication and implementation. Any subsequent changes to the calendar must also be mutually agreed upon.

If the Child Care Provider wishes to remain open on days that Bristol is closed for the abovementioned reasons, then the Child Care Provider must compensate Bristol for the additional costs at a mutually agreed up rate.

5. Financial Obligations

Any other financial obligations of Bristol which will be charged against this contract must be clearly defined and presented in the pricing proposal. Include recommendations and suggestions, and any additional pricing required, to provide such services. Differentiate between basic pricing and any options or enhancements available.

This section gives a summary description of the provider's responsibilities for child care services at Bristol.

6. Provider Obligations The Provider is responsible for the following:

a. All necessary and requisite labor and supervision, training, supplies/materials, and equipment necessary and required, to provide child care services to Bristol at its Elsbree Street campus.

b. Shall furnish janitorial services.

c. Shall comply, and shall ensure that all staff comply, with all laws, rules, and regulations governing the delivery of child care services, as well as all applicable provisions of the contract.

d. Shall adhere to all applicable federal and state laws, along with all Bristol policies and procedures governing third‑party service contractors in general and licensed child care service contractors in the Commonwealth of Massachusetts specifically.

e. Shall furnish experienced and qualified personnel in sufficient numbers to ensure the safe, efficient, orderly, and timely execution of all duties and responsibilities. All staff must demonstrate appropriate standards of courtesy, service, and professionalism in all interactions with Bristol Community College.

f. Shall appoint a capable and experienced individual who will be responsible at all times for overseeing contract implementation and ensuring full compliance with all terms and conditions. This individual will serve in this role subject to Bristol’s approval.

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g. Provide full day programs for children, ages 2 years, 9 months through 6 years in an enriching environment designed to support children's growth and development socially, emotionally, cognitively, and physically. Qualified staff will be expected to plan and implement developmentally appropriate curriculum for all children.

7. Term of Tenancy

The term will be July 1, 2026 and continue for three (3) years concluding on June 30, 2029, and may be renewable thereafter for three (3) additional years (July 1, 2029 to June 30, 2032).

Facility license pricing for the renewal periods and any other new provisions shall be based on the mutual consent of the Provider and Bristol. If at any time the Provider seeks a price increase for Bristol students, faculty and staff, it must be mutually agreed upon and will require sixty (60) day notice to students, faculty and staff.

Renewal is contingent upon fiscal funding, provider performance, and if it remains in the best interest of Bristol.

8. Description of Premises

The College hereby agrees to allow the Provider to use the following specified premises located at 777 Elsbree Street, Fall River, Massachusetts, for exclusive use as a child care center to service the needs of the College. These rooms will be available for use by the Provider: C112, C112A, C112B, C112C, C112D, C112E, C114A (kitchen) and playground. Heat, light, electricity, trash collection, water, and telephone service will be supplied by the College.

9. Consideration and Limitations on Use The Provider agrees to establish and maintain a child care center and to offer its services at reasonable cost to the College's students, faculty, staff, and community-at-large on a space available basis. The Provider also agrees to allow on-site observation of these services by college representatives and students in the College's academic programs or classes as agreed to by the College and the Provider.

10. Right of Entry

The Provider agrees that during its occupancy, the College, its employees and agents, upon proper identification, may enter the premises at reasonable times and in cases of emergency to examine the conditions thereof, to make necessary repairs and to show the premises to prospective providers.

11. Hours of Operation

The Provider agrees to remain open Monday through Friday, on a year-round basis unless the College is closed.

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12. Enrollment Reports The Provider agrees to provide the College with a complete report by the fifth week of each semester listing the names of children enrolled at the center and the names and status of their parents. In addition, the report will include the names of registered students, faculty or staff on the wailing list.

13. Fixtures The Provider hereby agrees and understands that all internal and external fixtures of any nature located in, on or attached to the premises, shall remain the property of the College.

Premises Maintenance and Use Requirements The Provider shall maintain the premises in the same condition of order and repair as exists upon completion of mutually agreed‑upon modifications, except for reasonable wear and tear and damage caused by fire or other casualty. The Provider shall keep all fixtures, including heating, plumbing, electrical, and mechanical systems, in the same operating condition as at the time of initial occupancy. Throughout its use of the premises, the Provider shall maintain a neat, clean, and orderly environment and shall comply with all applicable State, County, and Municipal laws, ordinances, and regulations governing the use of the facility. The Provider is responsible for all necessary repairs, replacements, and related work required to meet these obligations.

Notwithstanding any other provision in this or any other agreement between the College and the Provider, the College shall not be responsible for any repairs or replacements to the premises, except for the replacement of light bulbs.

The Provider shall not cause or permit any waste, damage, or injury to the premises and shall keep the facility free from objectionable noise, odors, rubbish, and debris.

The Provider shall not engage in or permit any improper, offensive, unlawful, or otherwise prohibited use of the premises.

The Provider shall furnish custodial services, including cleaning of the kitchen and restrooms, daily vacuuming of rooms, and carpet cleaning as deemed necessary by the Provider.

The College shall supply appropriate trash receptacles and shall arrange for daily removal of trash to a designated disposal area.

14. Payment for Contractor's Work The Provider agrees to pay promptly when due the entire cost of any work to the premises undertaken by the Provider or anyone claiming under Provider so that the premises shall be at all times free of liens for labor and materials; to procure all necessary permits before undertaking such work; to do all of such work in a good and professional manner, employing materials of good quality and complying with all governmental requirements; provided that no such work to the premises shall be undertaken by the Provider without the prior written approval of the College. No changes to the premises by the Provider are authorized unless by prior written

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15. Damage by Fire or Other Casualty

It is mutually agreed that the College shall not be required to keep the premises insured against fire or any insurable risk and the Provider waives the right to claim damages from said premises. In the event that said premises, or any part thereof, during the term of this Agreement shall be destroyed or damaged by fire or other avoidable casualty, so that the same shall be thereby rendered unfit for use and habitation, then this tenancy shall immediately terminate and said Provider shall no longer be liable under this Agreement.

16. Termination upon default by Provider

If the Provider defaults in the performance of any covenants, duties, obligations, or other terms and conditions of the formal agreement with the College, it is expressly understood and agreed that a letter to cure shall be sent to the Provider and if no agreement is reached within thirty (30) days, the College may, at its option, terminate the agreement effective three (3) days after written notification has been sent by certified mail, return receipt requested, to the last known address of the Provider, provided, however, that the proposed Agreement may be terminated at any time without prior notice by the College if the Provider should become bankrupt or otherwise financially insolvent, should there be an attachment of assets for the benefit of creditors, or if any action be taken by creditors which diminished the College's rights.

17. Personnel/Equal Employment

The Provider, in its status as an independent contractor, shall hire all employees that it determines it requires for its operation. All persons employed by the Provider shall be employees of the Provider and neither the Provider nor any agent or employee of the Provider shall be, or be deemed to be, an employee of the College. The Provider agrees to maintain, at all times, adequate staff or experienced and qualified employees who function in a professional and efficient manner.

The Provider agrees to comply with state and federal statutes that affirm and protect the equal opportunity rights of persons with disabilities in all areas of employment, including recruitment, selection, upgrading, rate of compensation and benefits. The Provider agrees to provide equal employment opportunities within their firm in accordance with national policy and Massachusetts Executive Order 116. The Provider agrees to employ a staff that reflects the diversity of the population in the College's service area.

The Provider agrees that it has and will continue to comply with state and federal immigration and naturalization laws and regulations.

18. Licensing Requirements The Provider will comply with all applicable provisions of federal, state and local statutes, ordinances, rules, regulations and licensing requirements of the

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Commonwealth of Massachusetts and will obtain and maintain the necessary licenses and/or permits at its expense. The Provider must currently possess a license to operate a child care center in the College's service area and must maintain a valid license for the duration of this contract. The Provider will meet all laws, regulations and licensing requirements of the Commonwealth, will obtain the necessary licenses, and will absorb all costs of such licensing.

19. Marketing The Child Care Provider is responsible for marketing Bristol’s Child Care Center.

20. Representation

Neither the Provider nor its employees shall represent themselves or permit themselves to be represented to the public as an agent or employee of the College nor shall they use the College's name on letterhead, invoices, signs or in any other manner without the express written authorization of the College.

21. Supplies and Equipment

The Provider will supply all supplies and equipment to operate Bristol’s Child Care Center.

22. Records Inspection

The Provider, during the performance of the contract, agrees as follows: the Governor, the Secretary of Administration and Finance, the State Auditor, the President of Bristol Community College or their designees shall have the right at reasonable times and upon reasonable notice to examine the books, records, and other compilations of data of the Provider which pertain to the performance of the provisions and requirements of the contract or agreement for the Bristol Community College Child Care Center.

23. Assignment

This Agreement shall not be assigned by the Provider without the express written consent of the College. The Provider shall not sublet those areas occupied by the Provider.

Q. Accessibility Conformance Report

Voluntary Product Accessibility Template (VPAT) A Voluntary Product Accessibility Template (VPAT) is a document that explains how information and communication technology (ICT) products such as software, hardware, electronic content, and support documentation meet (conform to) the Revised 508 Standards for IT accessibility. Please see the following VPAT document (https://www.section508.gov/sell/vpat) to ensure your product meets all current accessibility guidelines. Please complete the template within the link and provide the completed form within your submission.

Web Content Accessibility Guidelines (WCAG 2) WCAG 2 provides recommended technical specifications to improve the accessibility of web content, websites, media, and training materials. The awarded Provider will ensure that https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.section508.gov%2Fsell%2Fvpat&data=02%7C01%7CNRODRIGUEZ%40bridgew.edu%7Cbeb3111ecf9e46eb555608d7fcef172c%7C48ec3bf8d1654eabbbeef8d5307f46e1%7C0%7C0%7C637255976119171643&sdata=OVVDT%2BFEUHU5OXUAcDYgTL8dyD7WgPutAI4Z8gqUBek%3D&reserved=0

18 | P a g e all deliverables meet the recommended criteria as provided in the Web Content Accessibility Guidelines 2.0 or 2.1. It is the awarded supplier's responsibility to provide a VPAT and ensure the delivered product complies with WCAG 2.1 AA by providing documentation to Bristol attesting to compliance.

In April 2026, it will be a federal requirement that all systems and content at the College meet WCAG 2.1 AA

Organization Control Report A Service Organization Control (SOC) Type 2 report outlines a company's internal controls and details how well they safeguard customer data, specifically for cloud service providers.

This is a third-party audit that shows if the security protocols are safe and effective. The College will require providers to submit their most recent SOC 2, Type II audit report. If your company requires additional information from the College to provide this report, please have this documentation prepared during the RFP process. It will also be the responsibility of the selected provider to furnish the College an updated report for its required processes.

R. Evaluation Criteria

In order to be considered for contract award, respondent must meet the minimum qualifications below. Inability or unwillingness to meet the minimum qualifications set forth below will result in the rejection of a proposal as non-responsive.

Bristol reserves the right to reject any or all proposals, with or without cause. This includes, but is not limited to, proposals that are incomplete or lack the required documentation.

The College will determine the Highest Responsible and Responsive provider that offers the Best Value based on its sole judgment. All responsive proposals will be evaluated by the Selection Committee.

Proposals will be assessed based on the Provider’s ability to meet the College’s stated requirements. Evaluation criteria will include the following:

Qualified responders will:

1. Comply and provide all of the items described in Section U: Proposal Submission

Structure.

2. Be financially viable.

3. Have experience providing child care services to colleges and/or universities in Massachusetts are preferred.

4. Have sufficient depth and experience to be able to meet the staffing requirements to provide child care services for Bristol.

5. Possess all required and pertinent Federal, if applicable, and State licenses to perform the specified child care services.

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6. Exhibit and demonstrate "best practices" with respect to the provision of child care services.

Factors that will weigh heavily in the evaluation process include:

1. The College is seeking proposals from licensed community-based programs within Bristol's service area which have demonstrated the capability to provide quality child care services for preschool children.

2. Preference will be given to providers offering services or cost reductions that benefit Bristol students in lieu of any commission paid to the College.

3. The Bristol Child Care Center serves a multi-cultural population. The College has a strong commitment to equal opportunity employment. Preference will be given to providers with a demonstrated commitment to hiring a staff that is reflective of the diversity of our service area.

4. Preference will be given to Providers with demonstrated community involvement and service within Bristol's service area.

5. Preference will be given to Providers who can offer contracted and/or voucher slots for students or other forms of subsidized care.

6. Preference will be given to Providers who demonstrate the willingness and ability to offer referrals to students, faculty, and staff for infant/toddler and preschool child care needs that cannot be met on the Bristol campus due to space limitations.

7. Preference will be given to providers with a strong marketing plan designed to maintain maximum enrollment at all times.

An adhoc committee will review the proposals. Recommendations will be forwarded to the Vice President of Administration and Finance or his/her designee, who will make the final decision.

S. Bidder Information

Providers are cautioned to read the information contained in this RFP carefully and to submit a complete response to all requirements and questions in the order requested.

1. By submitting a proposal, the Provider acknowledges that they have read this RFP, understands it, and agrees to be bound by its requirements.

2. The Provider shall not use the College's name or any contract agreement information for advertising purposes without the written consent of Bristol.

3. Proposals not submitted in the format as instructed by this RFP may not be accepted.

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4. Any responses that Bristol finds difficult to read will be rejected.

5. Any contract agreement resulting from the RFP responses will incorporate the terms and provisions of said documents.

6. Bristol reserves the right to request additional information from all Providers.

7. Bristol reserves the right to negotiate any points of the contract agreement, including cost.

8. Any contract agreement awarded will be made by the College, based on evaluation of all responses, applying all criteria and oral interviews, if necessary, that is determined to be the best qualified.

9. From the issue date of this RFP until a Provider is selected and the selection is announced; bidders are to communicate via e-mail. For violation of this provision, Bristol shall reserve the right to reject the proposal of the offending Provider. All questions concerning this RFP must be submitted to the College contact Philicia Pacheco at Philicia.Pacheco@Bristolcc.edu with " M-09-26 Child Care Services " on the subject line.

No questions other than via this method will be accepted. No response other than via this method will be binding upon Bristol.

10. Amendments or withdrawals of proposals will be allowed only if the amendment or withdrawal is received before the proposal due date. No amendment or withdrawals will be permitted after the due date, except as authorized by this RFP.

11. All proposals and other material submitted will become the property of Bristol and may be returned at the College's option. Proprietary information, if included, must be identified in the proposal or supporting materials as such.

12. Bristol will have the right to use any materials or ideas submitted in the proposal without compensation to the Provider.

13. All proposals will be open to the public after the contract has been awarded.

Proprietary information will remain confidential

T. General Conditions and Notice to Bidders

1. The Commonwealth of Massachusetts or its agent, Bristol, will make payment for equipment or services after COMPLETE delivery to the satisfaction of the College.

2. The College retains the right to accept or reject any or all proposals, in whole or in part, and to overlook technical flaws, irregularities, or omissions if it determines that doing so serves the best interests of the College.

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3. The College is exempt from Federal Taxes and Massachusetts Sales Taxes. Prices quoted shall not include taxes.

4. No financial claim for any payment whatsoever shall be brought against the College for any contract delays.

5. All labor to be paid in accordance with Minimum Wage Rates and Health and

Welfare and Pension Fund contributors as determined by the Commissioner of Labor and Industries under the provisions of the Massachusetts General Laws, Chapter 149, Section 26 to 27D, inclusive as amended.

6. If the bidder has not been issued a Massachusetts Vendor Code Number, use the 9-character Federal Employee Identification number issued by the IRS if you employ two or more employees. Otherwise use your personal Social Security Number.

Purchase orders cannot be issued or payment made until this number is shown complete and correct.

7. All proposals must be submitted electronically and must be in PDF format and clearly labeled with the bid number and name, prior to or by the specified date and time. The College will not be held responsible if any proposal is not so marked and is unintentionally not recorded as being received.

8. By submitting a proposal, the Provider certifies that it is made in good faith and without fraud, collusion, or any connection with another bidder. The Provider affirms that it is competing solely on its own behalf and is not acting under any obligation to an undisclosed person or firm.

The undersigned further declares that the individuals or entities named in the proposal are the only parties with a financial interest in it; that the proposal has not been prepared in collusion with any other person, firm, or corporation; and that no officer or agent of Bristol has any direct or indirect interest in this bid.

The Provider agrees that, if their proposal is accepted, they will enter into a contract with Bristol in accordance with the RFP specifications and terms and conditions as the basis for the final contract agreement.

9. The award of this proposal will be for Bristol only. Massachusetts state higher education institutions have the option to engage the competitively selected bidder for a similar service but through a separate and independent contract agreement. Bristol will have no responsibility for other agency agreements or payments.

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10. Affirmative Action, Equal Opportunity Employer and Non-Discrimination: The following regulations (Federal and State) will be considered an integral part of the RFP specifications. Bristol is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964 and other applicable statutes and College policies. Bristol prohibits sexual harassment, including sexual violence. Inquiries or complaints regarding the Americans with Disabilities Act, the Rehabilitation Act and related statutes and regulations shall be directed to the College’s Affirmative Action Officer, at the number and address below. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College’s Affirmative Action Officer and Title IX Coordinator, Associate Vice President, Human Resources, located in the Hudnall Administration Building, (774-357-2195), the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education’s Office for Civil Rights.

It is understood and agreed that it shall be a material breach of any contract resulting from this RFP for the respondent to engage in any practice which shall violate any provisions of Massachusetts General Laws, Chapter 151B, relative to discrimination in hiring, discharge, compensation, or terms, conditions or privileges of employment because of race, color, religious creed, national origin, sex, age or ancestry, sexual orientation, or gender identity.

11. All materials submitted in response to this RFP, including the proposal selected for award, will be treated as public records under the Massachusetts Public Records Law once the contract referenced herein has been executed. These records may be accessed through the College’s Public Records Request process at https://bristolcc.edu/about/publicrecordsrequest/.

Respondents should clearly mark any information they consider proprietary or confidential; however, such designation does not guarantee exemption from disclosure.

U. Proposal Submission Structure

The Provider must include the following information in their proposal. Proposals that do not contain all required elements may be deemed incomplete.

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1. Statement of Work Provide a detailed Statement of Work outlining the services to be delivered.

2. Current Programs Operated

Include:

a. A list of all programs currently operated by the provider.

b. Services offered

c. Types of subsidies available

3. Licensing

Provide a copy of your current Department of Early Education and Care (EEC) License(s).

4. Administrative Organization Submit a description of the administrative structure for the proposed Bristol center, including:

a. Organizational structure

b. Job descriptions for administrators and staff

c. Required qualifications for administrators, including the on-site director.

d. Required qualifications for all staff.

5. Philosophy Statement

Include your program’s philosophy or mission statement, describing how:

a. Staffing

b. Program design

c. Discipline practices reflect your philosophy.

6. Program Plans

Describe your program plans, including:

a. Educational curriculum

b. Field trips

c. Lessons and enrichment activities

d. Daily schedules

7. Health Care Policy

Provide a description of your health care policies and procedures.

8. Food Service Explain how food service will be provided.

9. Parent Involvement Plan

Outline your plan for involving parents, including:

a. Philosophy of Parent Involvement

b. Communication Plan

Describe ongoing communication between parents and staff, including:

• Parent board

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• Meeting schedules

• Staff–parent interactions

• Open visitation policies

c. Parent Materials

Include:

• Parent handbook

• Enrollment agreement

10. Admissions & Enrollment

Describe your admissions process and explain how priority will be given to students’ children. Indicate whether enrollment options include both full- and part-time care.

Provide:

a. Samples of marketing materials

b. A marketing plan to ensure full-capacity enrollment.

11. Financial Information & Certifications

Include the following:

a. Fee Schedule

• List all inclusions (supplies, meals, laundry, etc.) and exclusions (field trips, etc.).

b. Start-Up Budget Include costs for:

• Renovation of existing space (if applicable)

• Staffing

• Materials and equipment

c. Annual Budget

Provide an annual operating budget, including how savings from free rent and utilities will be used.

Providers are encouraged to submit a plan for investments in the child care center and indicate what financial contribution they will make each year of the contract.

Initial 3 three-year term

Year 1 July 1, 2026 – June 30, 2027 Year 2 July 1, 2027 – June 30, 2028 Year 3 July 1, 2028 – June 30, 2029

The option of renewing the agreement for one (3) three-year term.

Year 4 July 1, 2029 – June 30, 2030 Year 5 July 1, 2030 – June 30, 2031 Year 5 July 1, 2031 – June 30, 2032

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Any renovations/ updates must comply with ADA requirements and be approved by Bristol's Vice President of Administration and Finance or his/her designee and the State Building Inspector.

12. Independent Audit

Include a copy of your most recent independent audit.

13. Certifications Include the following but not limited to:

• Signed Certification of a Drug-Free Workplace

• Signed Certificate of Non-Collusion

• Active Certification in CPR, First Aid and AED

14. Insurance

Provide evidence of, or a plan for, comprehensive insurance coverage.

V. Submission of Proposal

Proposals entitled for consideration must be made in accordance with the following instructions:

1. The following information must be submitted on the attached forms.

• Company Contact Information Appendix A

• Complete Non-Collusion Statement. Appendix B

• Complete Tax Compliance Certification. Appendix C

• Complete Business Reference Form Appendix E

• Complete Price Proposal Appendix F

• Voluntary Product Accessibility Template (VPAT) See Link n RFP

2. No faxed responses will be accepted.

3. Proposal must be delivered electronically via email in PDF format to:

Philicia Pacheco Director of Purchasing and Business Services

Philicia.Pacheco@Bristolcc.edu

4. Proposals will be received until 2:00 p.m. on Thursday, April 2, 2026. The bid will be publicly opened and read forthwith in Room F103 in the Physical Plant Building.

5. Bristol will not accept proposals received after 2:00 p.m. standard eastern time on April 2, 2026.

mailto:BusinessServices@Bristolcc.edu

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W. Timeline

1. Proposals Due

Return…