RFI Child Care Center Final 3-18-25.docx

88310325RFI0003 CHILD DAY CARE SERVICES Page 1 of 11

NATIONAL ARCHIVES AND RECORDS ADMINISTRATION

REQUEST FOR INFORMATION

Child Day Care Services at Archives II

88310325RFI0003

1.0 Introduction

The purpose of this Request for Information (RFI) is to obtain information from contractors that are able to provide child day care services at the National Archives and Records Administration at Archives II in College Park, MD 20740.

This RFI is intended strictly for market research to obtain information and planning purposes only and does not constitute a solicitation. Potential solutions presented may or may not lead to a solicitation.

National Archives and Records Administration (NARA) is an independent Federal agency that helps safeguard and preserve our nation's history by overseeing the management of all Federal records. The stories of our nation and our people are told in the records and artifacts cared for in NARA facilities around the country and people can discover, use, and learn from this documentary heritage. The mission is to ensure ready access to the essential evidence that documents the rights of American citizens, the actions of Federal officials, and the national experience.

2.0 Description/Objective

NARA Archives II in College Park, MD requires day care services for its child day care center. The Child Day Care Center operations, staff, supplies, snacks, etc., must be financially self-supporting from the Child Day Care Center generated funds. The Contractor must ensure that the focus of the Child Day Care Center is on the development of the children's self-esteem and other appropriate developmental goals for each age group outlined in this contract. The Contractors must ensure that the Child Day Care Center programs meet the developmentally appropriate practices established by the National Academy of Early Childhood Programs. During the center operation, daily activity schedules and menus must be posted in each classroom. The Contractor must conduct a continuous quality control program to measure performance of staff and of the program itself. NARA and the appropriate state, county or Federal agencies will investigate all accusations of child abuse. The period of performance is for a base year of twelve (12) months and nine (9) option years of (12) months each with an initial start date on April 15, 2025.

3.0 OPERATING HOURS:

Minimum operating hours must be from 6:00AM to 6:00PM Monday- Friday. The Center is not open on weekends, Federal holidays, when Archives II is officially closed for other reasons, or when security precautions prohibit opening of the Center.

4.0 CHILDREN'S AGE GROUPS:

The Contractors must ensure that all personnel, supervision, food, and other consumable supplies are provided for the operation of the Child Day Care Center for approximately 44 preschool children, in the following age groups:

Age Group 100 Percent Capacity

Infants: aged 6 weeks to 11 months 6 children

5.0 ACCREDITATION AND LICENSING:

The Contractors must ensure the Child Day Care Center maintains accreditation through the renewal process of the National Association for the Education of Young Children (NAEYC). The Contractors must ensure the Child Day Care Center maintains licensing through the State of Maryland.

6.0 ADMINISTRATION:

The Contractors must administer the admission policies of the center and maintain appropriate enrollment and attendance records as required by this contract and by law and approved by the Government. The Contractors must administer rules and regulations of the Center, including but not limited to regulations for the following: drop off, pick up, medication, vacation, and late pick up. The Contractors must set regulations for visitation, within the general rule that parents may visit their children at the center at any time of the day, within reason. The Contractors must prepare annual budgets and operate the Center according to these budgets. The Contractors must cooperate with parent associations and non-profit groups that raise funds for tuition assistance.

6.1 ENROLLMENT: The Contractors must not discriminate on the basis of sex, race, religion, color, national origin, or disability with respect to enrollment of children.

6.1.1 The Contractors must ensure that they have the capability to provide services for children with special needs, including the ability to respond to any emergencies that these children might have.

6.1.2 Contractors shall develop and implement a training plan that includes sessions on specific topics that are relevant to working with all children with special needs. Contractors shall also indicate all other sources that will be used to support children with special needs and their families. The staff training and proposed support system shall be in compliance with the Americans with Disabilities Act and/or the Rehabilitation Act of 1973. Contractors shall review and update programs annually to ensure continuous compliance with the Act.

6.1.3 Contractors indicators are timeliness, comprehensiveness, and the ability of the plan to demonstrate how Contractors can adapt their Child Day Care services to the needs of children with special needs. Implementation of the plan when there are children with special needs is imperative. NOTE: Contractors are not responsible for structural accommodation or signage.

6.1.4 Part-time enrollment (less than four days per week) will only be available when the open enrollment positions have not been filled with full-time occupants. Part-time enrollments shall be governed by the same contract requirements as full-time enrollments. When, by arrangement, two children jointly share one full-time position, the two children shall be regarded as one full-time occupant.

6.2 PRIORITY SPACES FOR AGENCY:

At least 50% of the children enrolled in the program must be children of Federal employees [see 40 U.S.C. 490(b)]. The Contractors must give priority for available child-care services to children of NARA employees. Priority rights are assigned to families when there is an opening, as follows:

a. NARA employees;

b. Other Federal employees;

c. NARA on site Contractor Employees; and General Public Families

6.2.1 A "first called, first served" waiting list, which incorporates the priorities set forth above, must be maintained to identify families for notification of vacancies. The Contractors must submit plans for an enrollment policy within 30 calendar days from contract award to Point of Contact. Once approved by the NARA POC, the enrollment policy must be incorporated into the Parent's Handbook.

7.0 GOVERNMENT FURNISHED PROPERTY:

The equipment provided by the Government will be office furniture, telephone, and printer. Also, a washer/dryer, refrigerator, and stove will be provided.

7.1 GOVERNMENT FURNISHED FACILITIES:

The Government will provide rooms in the Archives II building designed for a Child Day Care center, rent-free. The Government will provide lighting, heating, and cooling, electricity, and security systems without charge. General cleaning and sanitation of the Child Day Care center will be the responsibility of the Child Day Care provider, including immediate cleaning of spills, and sanitation of food service preparation areas and play areas. Routine janitorial cleaning services will be provided by the Government. The Contractors will not be charged rent or fees for these services.

7.2 CONTRACTOR FURNISHED EQUIPMENT:

The Contractors will supply all equipment for the operation of the Child Day Care Center. This includes, but is not limited to, cots, cribs, highchairs, changing tables, tables and chairs, tricycles, wagons (suitable for transporting children. The Contractors will notify the NARA POC of any malfunctioning appliances or equipment supplied by the Government, so that the NARA POC can arrange for replacement or repair of the equipment. The Contractors must acknowledge receipt of all items of equipment and other Government property to the agency, in writing, and must provide routine maintenance of any equipment during the term of this contract. The inventory must be subject to periodic review and verification by the NARA POC, along with an inventory to be conducted upon renewal or expiration of the contract. All such equipment provided by the Government will remain the property of the Government and must not be removed from the Center's premises.

7.3 PLAYGROUND:

The Government will equip the playground area. The Contractors will be responsible for making sure the playground equipment meets the NAEYC and the State of Maryland Licensing requirements. Any upgrades and maintenance of the playground equipment area must be completed by the Service Provider.

8.0 CONTRACTORSFURNISHED MATERIALS:

The Contractors must furnish all labor, supplies (including replacement of toys, learning materials, etc.), parts, and/or materials necessary for acceptable performance of this contract including U. S. Department of Agriculture (USDA) approved snacks, program and office supplies, and other consumables. These items must be paid for by funds self-generated by the Child Day Care Center operations.

8.1 The Contractors must provide two snacks every day to each child not restricted to formula, baby food, or other special diet. The Contractors may elect to provide hot lunches. The Contractors shall obtain and maintain a list of all allergies of the children at the Child Day Care Center and shall monitor these children to ensure they do not come into contact with the particular allergens.

8.2 The Contractors must pay the salaries of all Child Day Care Center personnel and must pay for background checks required by the state of Maryland.

9.0 Response Instructions

9.1 Content

Respondents should respond with a capabilities statement that briefly describes your company, products and services in relation to paragraph 2.0 Description/Objective and the attached statement of work, and corporate history to include ownership, financial information, and other information you deem relevant. Provide points of contact, company address, phone number, email, website, business size and type (i.e. large business, small business, small disadvantaged business, HUBZone small business, woman-owned small business, service-disabled, veteran-owned small business), and provide any relevant category management or strategic sourcing vehicles.

You are encouraged to provide comments on the child day care center services acquisition approach. Furthermore, please include substantive responses to the following questions:

1. Address your experience providing child day care center services to the Government. If applicable, provide details of at least three (3) past engagements occurring within five (5) years of the issuance of this RFI.

2. Describe your logistical approach and capabilities to provide child day care center services for the National Archives and Records Administration.

3. Provide feedback on our requirements. Specifically provide comments or potential constraints or risks you think you will face when executing this requirement.

9.2 Format

RFI responses are limited to a total of 20 pages and must be in Microsoft Word format. Page size must be 8.5” x 11", font must be 12 point or larger, and margins must be at least 1". Supplemental product brochures or marketing materials outlining specifications and capabilities may also be submitted and will not be counted in the overall page count limits.

9.3 Due Date

Each RFI response should be e-mailed to the Point of Contact listed below. The subject of the email should be “Child Day Care Center Services for the National Archives and Records Administration” RFI Response 88310325RFI00003. Responses to this RFI should be received by 4:00 PM ET on April 1, 2025. Responses submitted after this date and time will not be accepted. Firms submitting responses via email are cautioned to allow one extra business day for delivery and confirm receipt of response as the e-mail will need to pass through IT security.

9.4 Questions [If Applicable)

Questions regarding this RFI shall be submitted in writing via email to the Point of Contact listed below by 12:00 PM on March 25, 2025. Verbal questions will not be accepted.

9.5 Disclaimer

This RFI is issued for information and planning purposes only and does not constitute a solicitation. The Government does not intend to award a contract on the basis of this RFI or to otherwise pay for information received in response to this RFI. All information received in response to this RFI that is marked “Proprietary” will be handled accordingly. Responses to the RFI will not be returned. Information provided in response to this RFI will be used to assess tradeoffs and alternatives available for determining how to proceed in the acquisition process and may lead to the development of a work statement. Responders are solely responsible for all expenses associated with responding to this RFI.

10.0 Point of Contact

Sheila Drumheller, Contract Specialist; Phone: (301) 837-1859;

Email: sheila.drumheller@nara.gov