RFP-2025-003 Classroom Observations and Asssessments-Pinellas.pdf

RFP-2025-003 Classroom Observations and Assessments-Pinellas Lutheran Services Florida

Request for Proposals

RFP-2025-003 Classroom Observations and Assessments - Pinellas

RFP Issued: Monday, April 21, 2025

Questions Due: Friday, May 2, 2025, 5PM EST

Proposal Due Date: Thursday, May 15, 2025, 5PM EST

Estimated Award Date: Week of June 1st, 2025

Requests for information related to this Proposal should be directed to:

Lisa Schultz

Procurement and Contracts Manager Email Address: lsfprocurement@lsfnet.org

Lutheran Services Florida 3627A W. Waters Ave Tampa, Florida 33614 mailto:lsfprocurement@lsfnet.org

RFP-2025-003 Class Observations and Assessments - Pinellas Lutheran Services Florida

Table Of Contents

1) PURPOSE OF REQUEST FOR PROPOSAL

2) ABOUT LUTHERAN SERVICES FLORIDA (LSF)

3) MANDATORY MINIMUM REQUIREMENTS/QUALIFICATIONS

4) ADMINISTRATIVE GUIDANCE

5) ISSUING OFFICE AND RFP REFERENCE NUMBER

6) QUESTIONS AND ANSWERS

7) DUE DATE

8) TIME FOR EVALUATION

9) ADDENDUM TO RFP

10) RESTRICTIONS ON COMMUNICATIONS WITH STAFF

11) CONTRACT PERIOD

12) PROPOSAL SUBMISSION FORMAT

13) INSTRUCTIONS FOR SUBMITTING PROPOSALS

SCOPE OF SERVICES

Introduction

Objectives

Observation Framework

Frequency and Scheduling

Observer Qualifications

Data Collection and Reporting

14) Additional Requirements

15) LOCATION OF THE WORK

16) EVALUATION CRITERIA

17) AWARD OF CONTRACT

18) NEGOTIATIONS AND BEST AND FINAL OFFERS

19) STANDARD TERMS AND CONDITIONS

Attachment A Bid Sheet

Attachment B NO BID FORM

RFP-2025-003 Class Observations and Assessments - Pinellas Lutheran Services Florida

1) PURPOSE OF REQUEST FOR PROPOSAL

Lutheran Services Florida (LSF) is seeking qualified, responsible, experienced proposals for conducting classroom observations in Pinellas Head Start Early Head Start classrooms per the outlined scope and specifications provided.

2) ABOUT LUTHERAN SERVICES FLORIDA (LSF)

LSF is a non-profit organization dedicated to serving those most vulnerable members of our communities by providing life-changing human services to all people regardless of age, background, or belief system. We are dedicated to serving children and families, youth and teens, adults and elderly, refugees and immigrants through various programs ranging from substance abuse and mental health to education. Through our work, we help communities build healthier, happier, and hope-filled futures.

For additional information about Lutheran Services Florida, please visit our webpage at www.lsfnet.org

3) MANDATORY MINIMUM REQUIREMENTS/QUALIFICATIONS

− This section contains mandatory minimum requirements that must be met in order for an offer to be considered responsive. If required, offerors shall include a detailed narrative outlining how the proposed solution meets the minimum mandatory requirements outlined in this section.

− Failure to meet any one of the mandatory requirements/qualifications will result in the proposal being rejected and the proposal will not move forward in the evaluation process.

− All of the items described in this section are non-negotiable. A rejection of a proposal due to a proposal not meeting mandatory minimum requirements can occur at any time in the evaluation process.

− Contractors shall be State of Florida licensed for the job specific request outlined in the scope of work in this RFP to perform these services and be registered at:

https://mqa-internet.doh.state.fl.us/mqasearchservices/healthcareproviders

− Debarment: By signing and submitting a proposal, Offerors certifying that they are not currently debarred by any local or state government or the Federal Government.

− Any offeror wishing to submit a proposal and be considered for this Solicitation will have had and demonstrate successful experience within the past two (2) years relating to or similar to the RFP Scope of Services

− Supervisor or equivalent on site must be Level II Background Screened

4) ADMINISTRATIVE GUIDANCE

This RFP is designed to provide interested businesses with basic information sufficient to submit proposals meeting minimum requirements. It is not intended to limit a proposal's content or to exclude any relevant or essential data therefrom. Offerors are at liberty, and are encouraged, to expand upon the specifications to give additional evidence of their ability to provide the products and/or construction requested in this RFP.

5) ISSUING OFFICE AND RFP REFERENCE NUMBER

Lutheran Services Florida Procurement Office is the issuing office for this RFP and all information relating to

it. The reference number for this RFP is RFP-2025-003. This number must be referenced on all proposals, correspondence, and documentation relating to this RFP. Failure to do so may result in missed questions or responses.

http://www.lsfnet.org/

RFP-2025-003 Class Observations and Assessments - Pinellas Lutheran Services Florida

6) QUESTIONS AND ANSWERS

All questions, inquiries, or requests for information, clarification, or interpretation arising subsequent to the issuance of this RFP shall be submitted in writing via email to (lsfprocurement@lsfnet.org) All questions must be received by Friday, May 2, 2025, 5PM EST. Questions asked after this deadline will not be answered. Procurement will extend the due date if such information significantly amends this solicitation or makes compliance with the original due date impractical.

7) DUE DATE

For a proposal to be considered, it must be submitted directly to LISA.SCHULTZ@LSFNET.ORG via email no later than Thursday, May 15, 2025, 5PM EST. Proposals received after this deadline will be late and ineligible for consideration. Proposals sent to any other email addresses will not be accepted.

8) TIME FOR EVALUATION

All proposals shall remain valid for a minimum of 90 calendar days after the Proposal Due Date to allow adequate time for evaluation.

9) ADDENDUM TO RFP

In the event that it becomes necessary to revise this RFP in whole or in part, an addendum will be released by the Procurement Office. All addendums become part of the RFP and the information contained therein will take precedence over the information contained in this document.

10) RESTRICTIONS ON COMMUNICATIONS WITH STAFF

From the issue date of this RFP until an offeror is awarded a contract, offerors are prohibited from communicating about the subject of this RFP with any Lutheran Services of Florida administrator or staff except the Purchasing Official assigned to this RFP, other Procurement & Contract Services staff members, individuals authorized in writing by the Purchasing Official, and organization representatives during offeror presentations. If violation of this provision occurs, the organization may reject the offeror’s proposal.

11) CONTRACT PERIOD

The term of this award shall begin upon execution of LSF Agreement and remain in full force until the completion of services. The award is eligible for (4) 1-year renewable terms upon satisfactory performance and the written consent of the Parties.

Initial Term Year 1: April 1, 2025- March 31, 2026 Initial Term Year 2: April 1, 2026- March 31, 2027 Initial Term Year 3: April 1, 2027- March 31, 2028 Optional Year 2: April 1, 2028- March 31, 2029 Optional Year 3: April 1, 2020- March 31, 2030

12) PROPOSAL SUBMISSION FORMAT

Proposals should be concise, straightforward and prepared simply and economically.

Organize the proposal as outlined below. Failure to format the proposal as follows may result in the proposal being deemed not responsive and disqualified from consideration. Your response shall be mailto:LISA.SCHULTZ@LSFNET.ORG

RFP-2025-003 Class Observations and Assessments - Pinellas Lutheran Services Florida submitted as (4) separate PDF files and labeled as follows:

1. FILE ONE- DOCUMENTATION

− Business License − W9 − Certificate Of Insurance

2. FILE TWO – COST PROPOSAL BID FORM

− Please complete and return ATTACHMENT A. Bidders may submit their additional documentation with their cost bid form however Bidders failing to complete the provided cost proposal form may be disqualified at LSF’s discretion.

3. FILE THREE- 2 REFERENCES

o The offeror shall provide at least two (2) references of customers which have received services similar to those required by Lutheran Services Florida. Include for each reference, the business name, address, phone number, contact person (including contact person’s phone number and email address) date of the project, and a short description of the project and the work performed. Lutheran Services Florida reserves the right to contact or visit any of the offeror’s provided references to evaluate the level of performance and customer satisfaction. Information gathered during this process will not be made public. If the offeror is not able to provide the aforementioned information, provide a detailed explanation of the reason(s) for such inability. The information gathered from references will be considered during the evaluation process.

4. FILE THREE- Letter of Proposal Submission

A detailed cover letter from your company, outlining how you plan to complete the scope of work associated with RFP-2025-003 Classroom Observations and Classroom Assessments- Pinellas. The letter should include:

A clear explanation of your approach to meeting the project requirements and objectives.

A description of your staffing plan, including key roles and responsibilities.

An organizational chart that visually demonstrates the team structure, reporting relationships, and workflow for this project.

Please ensure the cover letter highlights your team's qualifications, experience, and any compliance measures relevant to this project.

LSF reserves the right to split the award to multiple offerors for different scopes with separate contracts. LSF reserves the right to not award all scopes if budget presents a concern.

13) INSTRUCTIONS FOR SUBMITTING PROPOSALS

Preparation and Submission of Proposals Before submitting a proposal, read the ENTIRE solicitation including the Terms and Conditions.

Failure to read any part of this solicitation will not relieve an offeror of the Contractual obligations.

Pricing must be submitted on RFP pricing form only. Include other information, as requested or required.

Proposals must be submitted directly to Procurement and Contracts at lsfprocurement@lsfnet.org.

Proposals submitted to any other email address will not be accepted.

Proposals must be submitted by the due date assigned herein. Late proposals will not be accepted.

RFP-2025-003 Class Observations and Assessments - Pinellas Lutheran Services Florida

By submitting a proposal, the offeror is certifying that is not currently debarred.

Each offeror shall submit a completed W-9 form with their proposal. In the event of contract award, this information is required in order to issue purchase orders and payments to your firm. A copy of this form can be downloaded from http://www.irs.gov/pub/irs-pdf/fw9.pdf.

Offerors shall include with their proposal a copy of their current Certificate of Insurance that illustrates the current level of coverage the offeror carries. The Certificate can be a current file copy and does not need to include any “additional insured” language for LSF.

Proposals must be submitted via email to lsfprocurement@lsfnet.org by the proposal due date, it is the expectation that the subject line of the email when submitting your proposal is “RFP-2025-003 Response”. Failure to add this to the subject line may cause your proposal to be missed.

SCOPE OF SERVICES

Scope of Work for Classroom Observations per Head Start Requirements

Introduction This Scope of Work (SOW) outlines the requirements and procedures for conducting classroom observations in Head Start programs. The objective is to ensure compliance with Head Start Performance Standards and enhance the quality of teaching and learning.

Objectives

• Assess the quality of teacher-child interactions.

• Ensure compliance with Head Start Performance Standards.

• Identify areas for professional development.

• Provide feedback for continuous program improvement.

Observation Framework

• Observations will be conducted using evidence-based assessment tools such as the Teaching Pyramid Observation Tool (TPOT) and Teaching Pyramid Infant Toddler Observation Scale (TPITOS) and/or other approved methodologies. The focus will be on:

• Emotional Support

• Classroom Organization

• Instructional Support

Frequency and Scheduling

• Observations will be conducted twice per program year in the Fall (October/November) and in the Spring (February/March).

• Observers will coordinate with program administrators to minimize disruptions.

Observer Qualifications

• Graduation from an accredited graduate school with a master’s degree in clinical social work, mental health counseling, or human services field.

• Licensed or registered intern pursuing licensure pursuant to the provisions of Chapter 491, Florida

Statutes as a social worker, mental health counselor, marriage and family therapist.

• Direct supervision and oversight of work will be provided by a licensed therapist.

• A Licensed Therapist must sign off on any work completed by the registered intern.

• Minimum of two years’ direct experience providing therapeutic interventions to young children and http://www.irs.gov/pub/irs-pdf/fw9.pdf

RFP-2025-003 Class Observations and Assessments - Pinellas Lutheran Services Florida families preferred.

• Current CPR and First Aid Certification

• Current Level II background screening and the local background checks

Data Collection and Reporting

• Observers will document findings using standardized forms.

• Reports will include strengths, areas for improvement, and recommendations.

• Confidentiality of staff and children will be maintained at all times.

• The Provider shall submit a written report on all classroom observations and classroom assessments within 14 calendar days of date completed.

14) Additional Requirements

• The Provider shall document all services provided on to the Head Start consultant/ acknowledgement form, and have it signed by an employee that observed the services being rendered for payment to be authorized.

• The Provider shall attend quarterly Health Service Advisory Committee and Disability Advisory Board meetings as scheduled.

• The Provider shall adhere to the Head Start/Early Head Start Code of Ethics, Standards of Conduct and Confidentiality Policy attached hereto Exhibit "D".

• The Provider shall comply with all applicable federal, state, and Head Start Health Insurance Portability and Accountability Act (HIPAA) regulations. The Provider shall maintain the integrity, confidentiality and security of individuals' medical information, billing records, and any other individually identifiable health information.

• The Provider shall adhere to the Code of Ethics of the National Association of Social Worker and/or Code of Ethics of the American Counseling Association.

• The Provider payment will be in accordance to Lutheran Services Florida Policy and Procedures. The Provider must submit their monthly invoice to Mental Health Manager on the fifth day after the preceding month.

15) LOCATION OF THE WORK

Lutheran Services Florida is seeking services at the building listed below in Pinellas County, Florida. Pinellas is in the process of researching a few new locations, locations will be in Pinellas County as well.

Building Street Address City, State Zip Tarpon Springs Center 516 S. Huey Ave. Tarpon Springs, FL 34689 Gulley Center 1045 Dr Martin Luther King Jr. Clearwater, FL 33755 Clearwater Center 701 N. Missouri Avenue Clearwater, FL 33755 Heidi Greenslade 802 Turner St. Clearwater, FL 33756 Los Caminos Center 1435 Lakeview Drive Clearwater, FL 33756 Rainbow Village 13409 Adams Circle Largo, FL 33774 Administration Building 2210 Tall Pines Drive Largo, FL 33771 High Point 15495 – 58th Street N Clearwater, FL 33760 Connie Marmaro 3600 Fairfield Ave. South St. Petersburg, FL 33711 Jordan Park 2390 9th Ave. South St. Petersburg, FL 33712 Learning Empowered 6801 38th Ave. N St. Petersburg, FL 33710

RFP-2025-003 Class Observations and Assessments - Pinellas Lutheran Services Florida

*Pinellas Head Start Early Head Start is in the process of potentially adding additional Child Care locations.

Locations added to Pinellas Head Start Early Head Start will be provided August 2025 for services same as the above locations.

16) EVALUATION CRITERIA

Proposals shall be reviewed by a committee comprised of LSF employees. That committee shall evaluate each proposal based on the criteria listed below and submit a company’s name to LSF for approval. Offeror should ensure that all elements of the RFP are fully covered in their proposals.

Proposals will be evaluated on the following criteria:

Offers appropriate service for achieving the purpose of this RFP.

The ability to provide service, as well as past performance of the offeror.

Ability to meet deadlines.

References and Company Experience.

Submission of documents as outlined in RFP “Proposal Response Outline” Cost Effectiveness to LSF

17) AWARD OF CONTRACT

Based on reviewing responses to the RFP, it is permissible for LSF to interview the leading offerors. These offerors are encouraged to elaborate on their qualifications, performance data, staff expertise pertinent to the proposed services, as well as alternate concepts. LSF reserves the right to split the award to multiple offerors for different scopes with separate contracts. LSF reserves the right to not award all scopes if budget presents a concern.

18) NEGOTIATIONS AND BEST AND FINAL OFFERS

Lutheran Services Florida reserves the right, to negotiate with the finalists and to call for best and final offers.

19) STANDARD TERMS AND CONDITIONS

AGREEMENT: This Purchase Order Conditions (“Conditions”), including all attachments and documents incorporated herein and the related solicitation, constitutes the entire agreement between LSF and the vendor listed on the Purchase Order (“Vendor”) (collectively “parties”) with respect to its subject matter, and supersedes any and all other prior and contemporaneous agreements and understandings between the parties, whether oral or written. These Conditions shall be accepted by the Vendor in any manner permitted by law or upon the first of the following to occur: the Vendor makes or signs any other form or letter of acknowledgment; any performance by the Vendor hereunder; or ten (10) days after the Vendor’s receipt of these Conditions. Any modifications to these Conditions must be made in writing, signed by both parties.

CONFLICT OF TERMS

In the event of any conflict regarding Conditions terms and conditions, the order of precedence shall be:

• the terms and conditions of these Conditions;

• the terms and conditions included in a separate Conditions signed by LSF and the Vendor.

• the Vendor’s terms and conditions.

RFP-2025-003 Class Observations and Assessments - Pinellas Lutheran Services Florida

The Vendor may request, by submitting in writing, other terms and conditions which, if approved by LSF, may be added to these Conditions. No other terms or conditions will apply to these Conditions, including terms listed or referenced on the Vendor’s website or terms listed in the Vendor’s quotation/sales order, etc.

MODIFICATION

Any amendment or modification of these Conditions or additional obligation assumed by either Party in connection with these Conditions will only be binding if evidenced in writing signed by each Party or an authorized representative of each Party via official company channels for proper record-keeping.

NOTICES

All notices, requests, demands, or other communications required or permitted by the terms of this Agreement shall be in writing and delivered to the Parties at the following addresses:

Lutheran Services Florida Inc.

3627A W Waters Ave Tampa, FL 33614

With a copy to: contracts@lsfnet.org

Vendor [Vendor's Address] or to such other address as either Party may designate from time to time. Notices will be deemed properly delivered:

• immediately upon personal delivery,

• two (2) days after being deposited with the postal service if sent by registered mail, or

• the following day after being deposited with an overnight courier.

DEBARMENT (2 CFR 180.220)

The Vendor certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in the transaction(s) arising from these Conditions by any governmental department or agency. If the Vendor cannot certify this statement, it shall attach a written explanation for review by LSF. The Vendor must notify the Director of Procurement and Contracts at LSF within 30 days if the Vendor is debarred by any governmental entity during this Contract period.

PROCUREMENT ETHICS

The Vendor agrees to adhere to the highest standards of procurement ethics and integrity in all transactions related to this Agreement, in accordance with Florida state law and federal regulations governing procurement practices for federally funded organizations. The Vendor shall comply with all applicable rules and regulations, including but not limited to, the Florida Code of Ethics for Public Officers and Employees (Chapter 112, Florida Statutes), the federal Office of Management and Budget (OMB) Circulars, and any other applicable federal, state, or local procurement laws. The Vendor shall not engage in any conduct that could create a conflict of interest or the appearance of a conflict of interest, including but not limited to, offering or accepting gifts, bribes, or other improper incentives. The Vendor shall ensure that all mailto:to:contracts@lsfnet.org https://www.ecfr.gov/current/title-2/section-180.220

RFP-2025-003 Class Observations and Assessments - Pinellas Lutheran Services Florida procurement decisions are made impartially, with no favoritism or bias, and based solely on merit and best value. In the event of any breach of these ethical standards, the Vendor agrees that LSF may take appropriate action, including suspension or termination of the Agreement, in accordance with applicable laws and regulations. The Vendor shall promptly disclose any potential conflicts of interest or unethical behavior to LSF.

IN-KIND CONTRIBUTION

LSF, as a grantee of the Head Start Program, is required to obtain in-kind contributions to enhance the quality and effectiveness of the Program, supporting its mission to provide essential services and resources to the community. The Vendor's in-kind contribution will be utilized to further the development and implementation of these services, ensuring the Program can continue to have a positive impact. In the event the Vendor elects to provide an in-kind contribution, the Vendor shall notate the contribution amount on the quote to allow LSF to properly claim the in-kind contribution.

ENTIRE AGREEMENT

It is agreed that there is no representation, warranty, collateral agreement or condition affecting this Agreement except as expressly provided in this Agreement.

ENUREMENT

This Agreement will enure to the benefit of and be binding on the Parties and their respective heirs, executors, administrators and permitted successors and assigns.

LAWS AND REGULATIONS

The Vendor and any and all supplies, services, equipment, and construction furnished under these Conditions shall comply fully with all applicable Federal and State laws and regulations, including applicable licensure and certification requirements. Any non-compliance with these laws will result in termination of the Contract.

GOVERNING LAW AND JURISDICTION AND VENUE

These Conditions shall be governed by the laws of the State of Florida. The parties will submit themselves and any dispute arising from these Conditions or any breach thereof to the jurisdiction of the courts of the State of Florida in the Thirteenth Judicial Court, Hillsborough County, Florida.

LEVEL II BACKGROUND SCREENING

All Vendor staff that will come into direct contact with children must undergo level II background screening and must adhere to all required screenings, at the Vendor’s expense, or must be accompanied by an individual with such met requirements at all times.

EQUAL EMPLOYMENT OPPORTUNITY (41 CFR Part 60)

Vendor certifies that it is an Equal Employment Opportunity employer under Federal law and regulation.

BYRD ANTI LOBBYING AMENDMENT (31 U.S.C. 1352)

Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Each https://www.ecfr.gov/current/title-41/part-60 https://www.govinfo.gov/link/uscode/31/1352

RFP-2025-003 Class Observations and Assessments - Pinellas Lutheran Services Florida tier shall also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the recipient.

CONFLICT OF INTEREST

The Vendor represents that none of its officers or employees are officers or employees of LSF, unless disclosure has been made with and applicable LSF policy.

LICENSING

The Vendor will provide LSF with applicable business/medical/clinical licenses and any relevant certified vendor licenses at the time of the execution of this Agreement. The Vendor is responsible for ensuring that all necessary licenses are maintained in good standing throughout the term of the Agreement. The Vendor shall immediately notify LSF of any changes to or expiration of such licenses and shall provide updated copies upon request. Failure to maintain the required licenses may result in the suspension or termination of this Agreement.

INSURANCE REQUIREMENTS

The Vendor shall maintain insurance coverage in accordance with the insurance requirements specified by LSF. The Vendor agrees to follow the insurance provisions as outlined on LSF’s Procurement page, available at https://www.lsfnet.org/procurement/ , and to provide proof of such coverage upon request. The Vendor shall ensure that all required policies are in effect throughout the duration of the Agreement. Failure to maintain adequate insurance coverage may result in suspension or termination of the Agreement. The Vendor is also responsible for ensuring that any subcontractors comply with these insurance requirements, if applicable.

PATENTS, COPYRIGHTS, ETC.

The Vendor shall release, indemnify and hold LSF and its officers, agents and employees harmless from liability of any kind or nature, including liability arising from the Vendor’s use of any copyrighted or un-copyrighted composition, secret process, patented or un-patented invention, article or appliance furnished or used in the performance of this Contract.

INDEMNIFICATION

Except to the extent paid in settlement from any applicable insurance policies, and to the extent permitted by applicable law, each Party agrees to indemnify and hold harmless the other Party, and its respective directors, shareholders, affiliates, officers, agents, employees, and permitted successors and assigns against any and all claims, losses, damages, liabilities, penalties, punitive damages, expenses, reasonable legal fees and costs of any kind or amount whatsoever, which result from or arise out of any act or omission of the indemnifying party, its respective directors, shareholders, affiliates, officers, agents, employees, and permitted successors and assigns that occurs in connection with these Conditions. This indemnification will survive the Contract.

FORCE MAJEURE

Neither party to these Conditions will be responsible for delay or default caused by fire, riot, acts of God, pandemic, epidemic, or other world health emergency, and/or war which is beyond the party's reasonable control. LSF may terminate these Conditions after determining such delay or default may reasonably prevent successful performance of this Contract.

SEVERABILITY CLAUSE

A declaration by any court of competent jurisdiction, or by any other binding legal source, that any provision https://www.lsfnet.org/procurement/

RFP-2025-003 Class Observations and Assessments - Pinellas Lutheran Services Florida of these Conditions is illegal and void shall not affect the legality and enforceability of any other provision of these Conditions, unless such provisions are mutually dependent.

TERMINATION

Termination With Cause – These Conditions may be terminated, with cause, by either party, in advance of the specified termination date, upon written notice given by the other party. The party in violation will have ten (10) working days after notification to correct and cease the violations, after which these Conditions may be terminated for cause.

Termination Without Cause - These Conditions may be terminated without cause, in advance of the specified expiration date, by either party, upon thirty (30) days prior written notice given the other party. On termination of these Conditions, all accounts and payments will be processed according to the financial arrangements set forth herein for approved services rendered to the date of termination.

PERFORMANCE

In the event that the Vendor’s performance is unsatisfactory, whether for ongoing services or a one-time performance, the Vendor will be notified within twenty-four (24) hours of the unsatisfactory performance.

The Vendor will be given the opportunity to address and correct the issue within twenty-four (24) hours. If the unsatisfactory performance persists beyond the given timeframe, a penalty may be applied, with an amount equivalent to one day’s payment withheld from the total contract amount (whether monthly or yearly). The withheld amount will be calculated based on the total contract value and pro-rated accordingly.

FISCAL NON-FUNDING CLAUSE

This Agreement is subject to Government funding availability. In the event sufficient Government funds to fund this Agreement become reduced or unavailable, Lutheran Services Florida Inc. shall notify Vendor of such occurrence, and Lutheran Services Florida Inc. may terminate this Agreement, without penalty or expense to the Lutheran Services Florida Inc., upon no less than 30 days written notice to the Vendor. If this Agreement is funded in whole or in part by federal or state dollars which are reduced or become unavailable, Lutheran Services Florida Inc. shall notify Vendor of such occurrence and Lutheran Services Florida Inc. may terminate this agreement without penalty or expense to Lutheran Services Florida Inc. upon no less than 30days written notice to Vendor. Lutheran Services Florida Inc. shall make disbursements to the Vendor for appropriate expenditures incurred up to the effective date of the termination.

OWNERSHIP OF INTELLECTUAL PROPERTY

All intellectual property and related material, including any trade secrets, moral rights, goodwill, relevant registrations or applications for registration, and rights in any patent, copyright, trademark, trade dress, industrial design and trade name (the "Intellectual Property") that is developed or produced under these Conditions, is a "work made for hire" and will be the sole property of the LSF. The use of Intellectual Property by the LSF will not be restricted in any manner.

The Vendor may not use the Intellectual Property for any purpose other than that Vendor for in these Conditions except with the written consent of the LSF. The Vendor will be responsible for any and all damages resulting from the unauthorized use of the Intellectual Property.

RETURN OF PROPERTY

Upon the expiration or termination of these Conditions, the Vendor shall return to LSF any property, documentation, records, or Confidential Information that belongs to LSF. The Vendor shall have 30 days to

RFP-2025-003 Class Observations and Assessments - Pinellas Lutheran Services Florida return such property. LSF shall not be held responsible for any costs associated with the return of property.

If any property is not returned or is damaged beyond normal wear and tear, the Vendor shall compensate LSF for the value of the unreturned or damaged property.

PRICING

The prices charged to LSF are to be no higher than prices charged on orders placed by others for similar quantities or similar conditions subsequent to the Vendor’s last general announced price change.

INVOICING

The Vendor will promptly submit invoices (within 30 days of shipment or delivery of services) to LSF. The LSF purchase order number must be listed on all invoices and correspondence relating to a Conditions order. The prices paid by LSF will be those prices listed in these Conditions. The Provider will not be reimbursed for any expenses incurred in connection with providing the Services of this Agreement. The billable time is for the time spent on site conducting classroom observations and scheduled meetings only. The quote shall be total inclusive of all costs to perform obligations per the scope of work.

LSF has the right to adjust or return any invoice reflecting incorrect pricing. Invoices must be submitted to christina.gimenez@lsfnet.org. Invoices will be paid on NET 30 terms. Failure to provide the purchase order number on invoices will result in the rejection of the invoice and delays in payment processing. LSF shall not be responsible for any late fees associated with delays caused by incorrect or missing purchase order information on invoices.

PAYMENT

Invoices for Goods or Services received more than thirty (30) days after the completion of work or shipping of goods need not be considered for payment by LSF. Payments shall be made within 30 days following the date the commodities listed on this purchase order are delivered or otherwise provided to LSF or the date a correct invoice is received by LSF, whichever is later. All payments to the Vendor will be remitted by mail, electronic funds transfer, or LSF Purchasing Card (major credit card). In the event that these Conditions are terminated by the prior to completion of the Services but where the Services have been partially performed, the Vendor will be entitled to pro rata payment of the Compensation to the date of termination provided that there has been no breach of Conditions on the part of the Vendor. The Vendor will not be reimbursed for any expenses incurred in connection with providing the Services of these Conditions.

CURRENCY

Except as otherwise provided in these Conditions, all monetary amounts referred to in these Conditions are in USD (US Dollars).

SALES TAX EXEMPTION

LSF is exempt from Florida Sales and Use Taxes. (#85-8012671926C-3.) Do not include taxes when submitting invoices. A Florida Sales and Use Tax Exemption Certificate will be furnished upon request and is also available on www.lsfnet.org/procurement for download. The Vendor is responsible for complying with all tax exemption requirements. The Vendor is responsible for payment of all tax obligations that arise from the Vendor’s failure to comply with exemption requirements.

COMPENSATION

The Vendor will charge the LSF for services upon satisfactory completion, for an amount not to exceed the purchase order issued and referenced on all invoices associated with this Agreement.

mailto:%20christina.gimenez@lsfnet.org.

mailto:%20christina.gimenez@lsfnet.org.

http://www.lsfnet.org/procurement

RFP-2025-003 Class Observations and Assessments - Pinellas Lutheran Services Florida

PRICE LOCK

The prices offered by Vendor for materials, equipment, labor and all services as set forth in individual Purchase Orders shall not increase during the Agreement.

DELIVERY

All orders will be shipped promptly in accordance with the delivery schedule. All shipments, including materials and equipment, are to be made F.O.B. destination, freight prepaid, to the receiving point at LSF, unless otherwise indicated on the purchase order. A copy of the packing list must accompany each shipment. The LSF purchase order number shall be listed on all packing slips, freight tickets, manifests, and other related documents.

INSPECTION OF GOODS

Risk of loss or damage to goods shall remain with the Vendor until the goods have been delivered to and accepted by LSF, regardless of any other terms contained herein. If installation is part of the Vendor’s responsibilities under these Conditions, and items are delivered prior to installation, the Vendor shall be responsible for replacing any items that are damaged or broken upon delivery. If installation is not part of the Vendor’s responsibilities, LSF shall have a reasonable period of time, not less than ten (10) days from the receipt of the goods, to inspect and notify the Vendor of any non-conformance with the terms and conditions of this agreement. LSF may reject any goods that do not conform to the specified terms and conditions. Rejected goods may be returned to the Vendor or held by LSF at the Vendor’s risk and expense.

Any goods shipped in excess of the quantity specified in these Conditions will, at LSF’s option, be returned at the Vendor’s expense.

WARRANTY

Warranties prescribed by law, the goods shall conform to any specifications, drawings, and other description furnished by LSF and shall be free from defects in materials and workmanship. The Vendor also warrants that, to the extent the goods are not manufactured in conformance with detailed designs furnished by LSF, they will be free from defects in design. Such warranties, including warranties prescribed by law, shall run to LSF for a period of one year after delivery.

INDEPENDENT CONTRACTOR

The Vendor is an Independent Vendor and shall have no authorization, express or implied, to bind LSF to any agreements, settlements, liability or undertaking whatsoever, and shall be responsible for the payment of all income tax and social security amounts resulting from payments received from LSF.

ASSIGNMENT/SUBCONTRACT

The Vendor shall not assign, sell, transfer, subcontract, sublet or delegate any rights or responsibilities under this Contract, in whole or in part, without the prior written approval of LSF.

In the event that the Vendor hires a subcontractor with written approval from LSF:

The Vendor will pay the sub-contractor for its services and the Compensation will remain payable by LSF to the Vendor.

For the purposes of the indemnification clause of these Conditions, the sub-contractor is an agent of the Vendor.

NO EXCLUSIVITY

RFP-2025-003 Class Observations and Assessments - Pinellas Lutheran Services Florida

The Parties acknowledge that these Conditions are non-exclusive and that either Party will be free, during and after the Term, to engage or Conditions with third parties for the provision of services similar to the Services.

AUTONOMY

Except as otherwise provided in these Conditions, the Vendor will have full control over working time, methods, and decision making in relation to provision of the Services in accordance with the Conditions. The Vendor will work autonomously and not at the direction of the LSF. However, the Vendor will be responsive to the reasonable needs and concerns of the LSF.

CONFIDENTIALITY

Confidential information (the "Confidential Information") refers to any data or information relating to the business of the LSF which would reasonably be considered to be proprietary to the LSF including, but not limited to, accounting records, business processes, and LSF records and that is not generally known in the industry of the LSF and where the release of that Confidential Information could reasonably be expected to cause harm to the LSF.

The Vendor agrees that they will not disclose, divulge, reveal, report or use, for any purpose, any Confidential Information which the Vendor has obtained, except as authorized by the LSF or as required by law. The obligations of confidentiality will apply during the Term and will survive indefinitely upon termination of these Conditions.

All written and oral information and material disclosed or provided by the LSF to the Vendor under these Conditions is Confidential Information regardless of whether it was provided before or after the date of these Conditions or how it was provided to the Vendor.

WAIVER

The waiver by either Party of a breach, default, delay or omission of any of the provisions of this Agreement by the other Party will not be construed as a waiver of any subsequent breach of the same or other provisions.

NO SMOKING

Smoking in all LSF buildings is prohibited. Failure to adhere to LSF no smoking policies may lead to removal of Vendor employees and possible Contract termination.

DRUG FREE WORKPLACE

Vendor shall hereby assure LSF that it will administer, in good faith, a policy designed to ensure that Vendor is free from the illegal use, possession, or distribution of drugs or alcohol.

JESSICA LUNSFORD ACT

PROVIDER agrees to comply, at its own cost, with the Florida Jessica Lunsford Act (see section 1012.465 Florida Statutes), and/or other Florida laws relating to background screening, to the extent those laws are applicable. Background screening will be conducted by PROVIDER including Level II background screening, Sexual Predator/Offender Database Screening, Abuse/Neglect Registry Screening, local law enforcement background check and Five (5) Year rescreening.

EQUIPMENT

Except as otherwise provided in these Conditions, the Vendor will provide at the Vendor’s own expense, any

RFP-2025-003 Class Observations and Assessments - Pinellas Lutheran Services Florida and all tools, machinery, equipment, raw materials, supplies, workwear and any other items or parts necessary to deliver the Services in accordance with the Agreement.

SAFETY

All Consultants and sub-Consultants performing services for the County are required to and shall comply with all Occupational Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations. Also, all Consultants and sub-Consultants shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this Agreement.

WORKMANSHIP AND INSPECTION

All work under this Agreement shall be performed in a skillful and workmanlike manner. The Consultant and its employees shall be professional and courteous at all times. LSF reserves the right to require immediate removal of any Consultant employee from LSF service it deems unfit for service for any reason, not contrary to law. This right is non-negotiable and the Consultant agrees to this condition by accepting this Agreement.

Further, LSF may, from time to time, make inspections of the work performed under the Agreement. Any inspection by LSF does not relieve the Consultant of any responsibility in meeting the Agreement requirements.

**An award resulting from this RFP is subject to successful negotiation of contract terms and conditions. LSF, at its sole discretion, will determine when negotiations of contract terms and conditions become unproductive and will result in termination of award to that offeror and the Organization may move to the next eligible offeror.

RFP-2025-003 Class Observations and Assessments - Pinellas Lutheran Services Florida

REFERENCES

Provide a listing of at least FOUR (4) references, preferably higher education institutions, for which the company has provided these products and/or services within the last three (3) years.

(1) Customer Name: Telephone:

Contact Name: Title:

E-Mail………………………………………………………………………………………………………………………………………….………….

Address:

(2) Customer Name: Telephone:

E-Mail………………………………………………………………………………………………………………………………………..…………….

(3) Customer Name: Telephone:

E-Mail…………………………………………………………………………………………………………………….……………………………….

(4) Customer Name: Telephone:

E-Mail……………………………………………………………………………………………………………………………….…………………….

Attachment A Bid Sheet

COST PROPOSAL BID FORM *REQURIED

Below please list your per classroom observation pricing and your per classroom assessment pricing. This will be billed by and paid by the unit of completion and not by an hourly rate.

ITEM Standard Cost In-Kind Discount Cost After In-Kind Discount

Classroom Observation [Price is inclusive of all expenses, no separate charge for travel, documentation time, etc.]

Classroom Assessment [Price is inclusive of all expenses, no separate charge for travel, documentation time, etc.]

TOTAL BASE BID (Sum of Bid Items):

By signing below, I certify that:

• This proposal is valid for 90 days for evaluation. The prices offered by the awarded contractor for materials, labor, and all services as set forth in Purchase Order shall not increase at any point during the Term.

• I fully understand all expectations of the requested services and will meet LSF’s Scope of Work as requested in RFP-2025-003.

• I, certify that neither myself nor my principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in the transaction(s) arising from these Conditions by any governmental department or agency.

• I understand the invoices will only be for billable hours on site for classroom observations and scheduled meetings. I understand there is no reimbursement for travel time, office supplies, file work, etc. The billable time is for the time spent on site conducting classroom observations and scheduled meetings only. The quote shall be total inclusive of all costs to perform obligations per the scope of work.

• I understand I must submit a response per “Proposal Response Outline” in RFP

Printed Name:_________________________________________________________________________

Signature: ____________________________________________________________________________

Telephone: ____________________ Email: __________________________________________

Date: ________________________

Attachment B NO BID FORM

UNABLE TO SUBMIT A BID? WE SINCERELY HOPE THIS IS NOT THE CASE.

If your firm cannot submit a bid at this time, please provide the information requested in the space provided below and return it to:

Lutheran Services Florida Procurement and Contracts Department LSFProcurement@lsfnet.org 3627 A W Waters Ave Tampa, FL 33614

We are unable to submit a bid at this time due to the following reason(s):

Do not meet minimum requirements

Insufficient time to respond schedule

Conflicts with production

Do not offer these commodities/svcs

Other (please state below)

Suggestions:

Company Name:

Signature & Title:

Street:

City: State: Zip: Phone:

mailto:LSFProcurement@lsfnet.org