RFP 2025-0500-0277 MEHS Dorm Management.pdf

STATE OF ALASKA

REQUEST FOR

PROPOSALS

OFFERORS ARE NOT REQUIRED TO RETURN THIS FORM.

IMPORTANT NOTICE: IF YOU RECEIVED THIS SOLICITATION FROM THE STATE OF ALASKA’S

“ONLINE PUBLIC NOTICE” WEB SITE, YOU MUST REGISTER WITH THE PROCUREMENT OFFICER

LISTED IN THIS DOCUMENT TO RECEIVE NOTIFICATION OF SUBSEQUENT AMENDMENTS. FAILURE

TO CONTACT THE PROCUREMENT OFFICER MAY RESULT IN THE REJECTION OF YOUR OFFER.

ISSUED BY:

DEPARTMENT OF EDUCATION AND EARLY

DEVELOPMENT

PRIMARY CONTACT:

KATHY BLOMQUIST

PROCUREMENT OFFICER

EED.PROCUREMENT@ALASKA.GOV

(907) 465-8654

MOUNT EDGECUMBE HIGH SCHOOL DORMITORY

MANAGEMENT AND STUDENT SUPERVISORY

SERVICES

RFP 2025-0500-0277

ISSUED FEBRUARY 27TH, 2025

THE DEPARTMENT OF EDUCATION AND EARLY DEVELOPMENT, ON BEHALF OF MT.

EDGECUMBE HIGH SCHOOL, IS SOLICITING PROPOSALS FOR DORMITORY

MANAGEMENT AND STUDENT SUPERVISORY SERVICES AT MT. EDGECUMBE HIGH

SCHOOL IN SITKA, ALASKA.

STATE OF ALASKA – REQUEST FOR PROPOSALS RFP 2025-0500-0277

MEHS DORM MANAGEMENT AND STUDENT SUPERVISORY SERVICES

2 Rev. 8/24

TABLE OF CONTENTS

INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

SEC. 1.02 BUDGET

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.04 PRIOR EXPERIENCE

SEC. 1.05 REQUIRED REVIEW

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.07 RETURN INSTRUCTIONS

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

SEC. 1.09 AMENDMENTS TO PROPOSALS

SEC. 1.10 AMENDMENTS TO THE RFP

SEC. 1.11 RFP SCHEDULE

SEC. 1.12 ALTERNATE PROPOSALS

SEC. 1.13 NEWS RELEASES

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

SEC. 3.02 CONTRACT TERM AND WORK SCHEDULE

SEC. 3.03 CONTRACT TYPE

SEC. 3.04 PROPOSED PAYMENT PROCEDURES

SEC. 3.05 CONTRACT PAYMENT

SEC. 3.06 CONTRACT PRICE ADJUSTMENTS

SEC. 3.07 LOCATION OF WORK

SEC. 3.08 SUBCONTRACTORS

SEC. 3.09 JOINT VENTURES

SEC. 3.10 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 3.11 CONTRACT PERSONNEL

SEC. 3.12 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 3.13 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

SEC. 3.14 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 3.15 INDEMNIFICATION

SEC. 3.16 INSURANCE REQUIREMENTS

SEC. 3.17 TERMINATION FOR DEFAULT

SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 RFP SUBMITTAL FORMS

SEC. 4.02 SPECIAL FORMATTING REQUIREMENTS

SEC. 4.03 OFFEROR INFORMATION AND CERTIFICATIONS (SUBMITTAL FORM A)

SEC. 4.04 EXPERIENCE AND QUALIFICATIONS (SUBMITTAL FORM B)

SEC. 4.05 UNDERSTANDING OF THE PROJECT (SUBMITTAL FORM C)

SEC. 4.06 METHODOLOGY USED FOR THE PROJECT (SUBMITTAL FORM D)

SEC. 4.07 MANAGEMENT PLAN FOR THE PROJECT (SUBMITTAL FORM E)

SEC. 4.08 COST PROPOSAL (SUBMITTAL FORM G)

SECTION 5. EVALUATION CRITERIA AND CONTRACTOR SELECTION

SEC. 5.01 SUMMARY OF EVALUATION PROCESS

SEC. 5.02 EVALUATION CRITERIA

SEC. 5.03 SCORING METHOD AND CALCULATION

SEC. 5.04 EXPERIENCE AND QUALIFICATIONS

SEC. 5.05 UNDERSTANDING OF THE PROJECT

SEC. 5.06 METHODOLOGY USED FOR THE PROJECT

SEC. 5.07 MANAGEMENT PLAN FOR THE PROJECT

SEC. 5.08 CONTRACT COST (COST PROPOSAL)

SEC. 5.09 ALASKA OFFEROR PREFERENCE

SECTION 6. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 6.01 INFORMAL DEBRIEFING

SEC. 6.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 6.03 SITE INSPECTION

SEC. 6.04 CLARIFICATION OF OFFERS

3 Rev. 8/24

SEC. 6.05 DISCUSSIONS WITH OFFERORS

SEC. 6.06 EVALUATION OF PROPOSALS

SEC. 6.07 CONTRACT NEGOTIATION

SEC. 6.08 FAILURE TO NEGOTIATE

SEC. 6.09 OFFEROR NOTIFICATION OF SELECTION

SEC. 6.10 PROTEST

SEC. 6.11 APPLICATION OF PREFERENCES

SEC. 6.12 ALASKA BIDDER PREFERENCE

SEC. 6.13 ALASKA VETERAN PREFERENCE

SEC. 6.14 ALASKA MILITARY SKILLS PROGRAM PREFERENCE

SEC. 6.15 STANDARD CONTRACT PROVISIONS

SEC. 6.16 QUALIFIED OFFERORS

SEC. 6.17 PROPOSAL AS PART OF THE CONTRACT

SEC. 6.18 ADDITIONAL TERMS AND CONDITIONS

SEC. 6.19 HUMAN TRAFFICKING

SEC. 6.20 RIGHT OF REJECTION

SEC. 6.21 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 6.22 DISCLOSURE OF PROPOSAL CONTENTS

SEC. 6.23 ASSIGNMENT

SEC. 6.24 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM)

SEC. 6.25 DISPUTES

SEC. 6.26 SEVERABILITY

SEC. 6.27 SUPPLEMENTAL TERMS AND CONDITIONS

SEC. 6.28 SOLICITATION ADVERTISING

SEC. 6.29 FEDERALLY IMPOSED TARIFFS

SECTION 7. ATTACHMENTS

SEC. 7.01 ATTACHMENTS

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INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

The Department of Education and Early Development (DEED), Division of Administrative Services

(DAS), on behalf of Mt. Edgecumbe High School (MEHS), is soliciting proposals for Dormitory

Management and Student Supervisory Services at the student dormitories located at Mt. Edgecumbe

High School in Sitka, Alaska.

SEC. 1.02 BUDGET

DEED estimates a maximum budget of $2,100,000.00 per year for completion of this project. Proposals priced at more than $2,100,000.00 will be considered non-responsive and rejected.

Approval or continuation of a contract resulting from this RFP is contingent upon legislative appropriation.

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

Proposals must be received no later than 3:00pm prevailing Alaska Daylight Time on March 28th, 2025, as indicated by email timestamp and late proposals will not be considered.

SEC. 1.04 PRIOR EXPERIENCE

For offers to be considered responsive offerors must meet these minimum prior experience requirements:

● 5 or more years’ experience operating in a residential setting such as a long-term care facility or educational institution.

An offeror's failure to meet these minimum prior experience requirements will cause their proposal to be considered non-responsive and rejected.

SEC. 1.05 REQUIRED REVIEW

Offerors should carefully review this solicitation for defects and questionable or objectionable material.

Comments concerning defects and questionable or objectionable material should be made in writing and received by the procurement officer at least ten days before the deadline for receipt of proposals. This will allow time for the issuance of any necessary amendments. It will also help prevent the opening of a defective proposal and exposure of offeror's proposals upon which award could not be made.

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF

PROPOSALS

All questions must be in writing and directed to the procurement officer at eed.procurement@alaska.gov.

Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the RFP. Other questions may be more complex and may require a written amendment to the

RFP. The procurement officer will make that decision. Questions due by March 21, 2025.

PROCUREMENT OFFICER: Kathy Blomquist eed.procurement@alaska.gov TDD 1-800-770-8973 mailto:eed.procurement@alaska.gov mailto:eed.procurement@alaska.gov

5 Rev. 8/24

SEC. 1.07 RETURN INSTRUCTIONS

When submitting a proposal via email, the technical proposal and cost proposal must be saved as separate

PDF documents and emailed to eed.procurement@alaska.gov as separate, clearly labeled attachments, such as “Vendor A – Technical Proposal.pdf” and “Vendor A – Cost Proposal.pdf”. The email must contain the RFP number 2025-0500-0277 in the subject line.

The maximum size of a single email (including all text and attachments) that can be received by the state is 20mb (megabytes). If the email containing the proposal exceeds this size, the proposal must be sent in multiple emails that are each less than 20 megabytes, and each email must comply with the requirements described above.

Please note that email transmission is not instantaneous. The state recommends sending it with enough time to ensure the email is delivered by the deadline for receipt of proposals.

The procurement officer will confirm receipt of proposals via email; however, it is ultimately the offeror’s responsibility to contact the issuing agency at 907-465-8654 to confirm that the proposal has been received if you do not receive an email. The state is not responsible for unreadable, corrupt, or missing attachments.

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

Offerors with a disability may receive accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the procurement officer no later than ten days prior to the deadline for receipt of proposals.

SEC. 1.09 AMENDMENTS TO PROPOSALS

Amendments to or withdrawals of proposals will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted after the deadline unless they are in response to the state's request in accordance with 2 AAC 12.290.

SEC. 1.10 AMENDMENTS TO THE RFP

If an amendment is issued before the deadline for receipt of proposals, the amendment will be posted on the State of Alaska Online Public Notice (OPN) website. The link to the posting of the amendment will be provided to all who were notified of the RFP and to those who have registered with the procurement officer after receiving the RFP from the OPN.

After receipt of proposals, if there is a need for any substantial clarification or material change in the RFP, an amendment will be issued. The amendment will incorporate the clarification or change, and a new date and time established for new or amended proposals. Evaluations may be adjusted because of receiving new or amended proposals.

SEC. 1.11 RFP SCHEDULE

RFP schedule set out herein represents the state’s best estimate of the schedule that will be followed. If a component of this schedule, such as the deadline for receipt of proposals, is delayed, the rest of the schedule may be shifted accordingly. All times are Alaska Standard Time.

6 Rev. 8/24

ACTIVITY TIME DATE

Request for Proposal Issue Date 3:00pm 2/27/2025

Pre-Proposal Questions Due 3:00pm 3/21/2025

Deadline for Receipt of Proposals 3:00pm 3/28/2025

Proposal Evaluations Complete 4:00pm 4/1/2025

Notice of Intent to Award 5:00pm 4/1/2025

Contract Issued 3:00pm 4/14/2025

This RFP does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of Education and Early Development, or the

Commissioner's designee. Upon written notice to the contractor, the state may set a different starting date for the contract. The state will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the state.

SEC. 1.12 ALTERNATE PROPOSALS

Offerors may only submit one proposal for evaluation. In accordance with 2 AAC 12.830 alternate proposals (proposals that offer something different than what is asked for) will be rejected.

SEC. 1.13 NEWS RELEASES

News releases related to this RFP will not be made without prior approval of the project director.

7 Rev. 8/24

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

Mt. Edgecumbe High School (MEHS.US) is a public boarding school operated by the Alaska

Department of Education and Early Development (DEED). Initially established in 1947 by the Bureau of Indian Affairs, Mt. Edgecumbe provided Alaska Native students in grades 5-12 the opportunity to acquire a traditional education unavailable in rural Alaska. Serving more than 600 students at its largest, the school closed temporarily in 1983 as the Bureau of Indian Affairs reduced its role in Alaskan

Education. Two years later, the school reopened under the governance of the Alaska Department of

Education and Early Development. The central role of Mt. Edgecumbe High School in Alaskan education is to provide a broad range of academic and extra-curricular opportunities that are unavailable to students in isolated home schools and communities. Academic expectations are high and students who attend are expected to enroll in higher education. The official governing body charged with oversight is the Alaska State Board of Education.

Demographics: Typically, over 400 students from approximately 110 villages throughout Alaska attend

Mt. Edgecumbe High School. About 65 percent of the student body is female and 35 percent are male.

Alaska Native students comprise 80-95 percent of the student population, 6-10 percent are typically

Caucasian, and we usually have a population that includes students of Asian, Hispanic, and African

American descent. Between 60-80 percent of students in attendance generally meet federal guidelines for free or reduced lunches. Annually, between 75-90 percent of graduates are accepted into a post-secondary university or training program.

MEHS has four dormitories in a physical setting like that of a college campus. Dorm rooms range from two to six occupants. Each student has an individual bed and closet or wardrobe. Each dorm has a central kitchen with refrigerators, freezer, and stove/ovens, as well as washing machine/dryer for student use.

Many of the learning experiences that enable students to become successful citizens occur outside of the traditional academic classroom. Making healthy life choices, working collaboratively, and becoming a contributing member of a community often takes place in a residential environment. Thus, the school’s residential program is critical to Mt. Edgecumbe High School’s total program success.

The residential program at MEHS provides essentially the same role as provided by the parents/families of the student. (Please note, the term “parent” is being used universally to describe a role provided in the student’s homelife which could be a parent, guardian, family member or other caregiver.)

Even though not all these parenting services will be provided by a residential services contractor, it is helpful to understand the complete residential program in a broad context before identifying specific contract services.

The project director for the services under this RFP is the MEHS Superintendent.

Mt. Edgecumbe High School Residential Services:

Because Mt. Edgecumbe High School educates the whole student, it serves a much broader function than that of an academic school. For almost nine months each year, MEHS staff and contractor staff http://mehs.us/

8 Rev. 8/24 mentor a group of approximately 400 teenagers, providing much of the support that is normally provided by parents or caregivers. MEHS helps students to be successful learners and responsible citizens and to ensure students live in a safe environment. Eight parent or caregiver services can be identified and are the same services ideally provided by parents to their children:

1. Parents provide food and shelter for their children. MEHS provides both.

2. Parents provide safety. They see that their children live in an environment that addresses health and safety needs. MEHS residential staff will: a) ensure students live in an environment that is clean, b) help students abide by health and safety rules, c) know the whereabouts of our students and the nature of their activities, and d) see that students stay away from unhealthy environments.

3. Parents provide for the health of their children. At MEHS this includes the provision of minor health services and screening when additional interventions may be needed.

4. Parents provide recreation for their children. They see their children are engaged in healthy family and peer activities outside of the school setting. This is a critical piece of the MEHS residential life program.

5. Parents support the education of their children. Parents monitor the successful delivery of schooling by facilitating tutorial sessions, seeing that homework is accomplished, and advocating for the student with school personnel. The MEHS residential contractor staff will be expected to fulfill this role in conjunction with other MEHS staff.

6. Parents help students learn appropriate values. At MEHS this means residential contract staff will help students learn values such as diligence, honesty, respect for people and property, the law, and the value of learning itself. Appropriate role modeling by the residential contractor employees is critical in this area. Guidance is also an important part of helping students develop appropriate values.

7. Parents encourage and help to facilitate their children’s success with the health system, and the school system. They provide the necessary discipline and accountability to see successful results, that the child obeys safety rules, eats properly, completes homework, applies for scholarships, and many other areas of accountability. MEHS holds the provider of residential contract services equally accountable.

8. Above all, parents ensure that children feel valued and have a sense of belonging in the family structure. The culture of MEHS is one of an extended family. It is essential that all staff contribute to this culture and act in ways that communicate genuine care for children and build an environment of shared belonging and value.

Food, safety, health, education, values, and discipline/accountability are the responsibilities of parents in producing children who are responsible citizens capable of contributing to themselves, their families, and their communities. While the MEHS staff are not true parents, they are still called upon to act as mentors and provide, through caring relationships, this set of essential services and asset development, to the greatest practical extent possible, in coordination with the students’ parents and guardians.

9 Rev. 8/24

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

A. PROJECT REQUIREMENTS

1. PERFORMANCE PERIOD:

Contractor services begin approximately August 1 and conclude May 31 which includes at least

14 days of “start-up” time prior to students arriving at school and at least 14 days of “close-down” time upon completion of school year. Dormitory Management Services will not be required for approx. 3 weeks over Christmas break. The total contract days are approximately

285 days. Initial and renewal contract dates are subject to approval of the school calendar and will be mutually agreed upon prior to the start of each year. An example of the 2024/2025 school calendar can be found here: 2024-2025 MEHS Calendar

2. SUPPLIES:

The contractor will furnish all supplies necessary for the performance of this contract except for janitorial supplies and the MEHS Student Handbook. The contractor will supply bedding for all student beds to include sheets, blanket, pillow and pillowcase. The contractor will launder the bedding off campus on a rotational basis approximately every two weeks throughout the year.

The state will provide all necessary janitorial supplies and equipment, including hand soap, cleaning supplies and toilet paper. The contractor will monitor the use of supplies furnished by the state to ensure proper and cost-effective use and will communicate regarding low stock levels.

3. EQUIPMENT:

The State will furnish the following for use by the contractor: office space, furniture, and other miscellaneous office equipment. The State will maintain and repair all equipment furnished by the State. Upon termination of this contract, the contractor will return all equipment furnished by the State in good condition allowing for wear and tear. Should any equipment furnished by the

State be damaged or lost due to negligence on the part of the contractor, the contractor will replace the damaged equipment with an item of equal or greater value.

4. UTILITIES:

The State will provide all electricity, internet services, trash collection, heat, water, and local telephone service on the MEHS campus necessary for the performance of the contract.

5. HOURS OF OPERATION:

The contractor will provide services covered in this contract twenty-four hours a day and seven days a week, including holidays during the contract period of performance. These dates will vary slightly each year, which is subject to the approval of the school calendar.

6. FORMATIVE EVALUATION:

The contractor will agree to meet monthly with MEHS Superintendent or the Superintendent’s https://www.mehs.us/common/pages/DisplayFile.aspx?itemId=62189044

10 Rev. 8/24 designee, at a time established by MEHS to review, at minimum, contract implementation and identify opportunities for continuous program improvement.

7. CONTRACT MONITORING:

a. The contractor is expected to follow all laws, policies, guidelines, and rules. Failure to do so may result in the cancellation or non-renewal of the contract.

b. Once per academic quarter the MEHS Superintendent or the Superintendent’s designee may perform room inspections with the onsite supervisor.

8. PERSONNEL FILES:

Contractor will maintain personnel files documenting employee training and qualifications by maintaining daily logs of staff activity and other student records such as medication logs, room checks, check out logs etc.

9. MISCONDUCT REPORTING REQUIREMENTS:

The contractor will be required to immediately notify MEHS Superintendent or the

Superintendent’s designee of any misconduct or inappropriate action (e.g. sexual contact, physical abuse, verbal abuse, threatening behavior or inappropriate social contact) on the part of any contractor employee with MEHS students. The contractor will be required to remove the employee from the MEHS campus immediately. Failure of the contractor to report any such misconduct may result in the cancellation of this contract. Any costs incurred by the state because of termination of this contract will be the responsibility of the contractor.

10. PERSONNEL:

a. Hiring of employees will be the responsibility of the contractor. Care should be taken to hire exemplary employees. Retention of RAs and RLPs should be one of the top priorities for this contract. Having consistent staffing is essential to the success of the students and this entire program.

b. Employees of the contractor must submit to a background check as required in Alaska

State Regulation:

i. Any contractor personnel (including ownership) that are present on campus at any time must obtain and pass a criminal background clearance through a process approved by the Department of Education and Early Development.

ii. Initiation of the background check must be conducted through the MEHS administrative office and will include providing personal information on all employees that are attempting to obtain a background clearance.

iii. Contractor employees will not be allowed to work on the MEHS campus until they have obtained and passed the necessary background clearance unless the

MEHS administrative office has given the contractor provisional approvals to allow them to begin work on campus.

iv. If at any time, MEHS is notified that an employee is no longer cleared to work at the school, the contractor will, upon notification from MEHS, immediately

11 Rev. 8/24 relieve the employee from their duties at MEHS and see that they leave and are barred from returning to the campus.

v. The contractor is responsible for paying all fees associated with these requirements.

vi. There is a waiver process by which a person who fails the background check may be given permission to work on campus after careful consideration of the circumstances. This is a case-by-case situation only and would need approval by the MEHS Superintendent.

c. MEHS requires that all contractor employees working in the dormitories must have a current Basic First Aid card and CPR training within 60 days of being hired. The contractor is responsible for any expenses related to these requirements and for maintaining these records.

d. Contractor is required to execute an annual training plan to ensure all staff are up to date on mandatory training and are well equipped to carry out the duties of their positions. Contractor to provide records to MEHS as requested.

e. A verifiable employee time system shall be established by the contractor for attendance and record-keeping purposes.

f. The State reserves the right to require removal by the contractor of any contractor employee who, in the judgment of the State, behaves in an insubordinate or unsatisfactory manner toward the residents, visitors, guests, parents, teachers/staff or administration of the school.

g. Each school year prior to having an existing employee and any new employees start work, the contractor will provide photo and name identification to the MEHS

Superintendent or the Superintendent’s designee. This is non-returnable photo identification.

11. STAFFING REQUIREMENTS:

Offeror’s are expected to propose a staffing plan that will enable them to deliver the services required in this contract in a quality manner. The following numbers of staff are considered optimal. Contractor should present their specific staffing plan in the proposal with description of how the plan will meet the objectives and eight parent services that define the scope of work.

a. One on site supervisor. The on-site supervisor shall be the primary contact for the

MEHS Superintendent.

b. One on site assistant supervisor.

c. Day Shift: Six RAs scheduled on all days that school is in session to assist students in preparing for the school day. Three RAs on this shift shall be assigned as building security / student supervisors 8:00 AM – 4:00 PM during school days. These RAs will assist with mail, cleaning, and maintaining dorm facility security.

d. Swing Shift: Eleven RAs working the swing shift, seven days a week. RAs must establish a supervisory presence in both the boys’ and girls’ dorms to ensure that they are addressing student needs.

e. Graveyard/Overnight Shift: Six RAs scheduled for the graveyard shift seven nights a week.

12 Rev. 8/24

f. One person available to drive students to needed appointments during the day shift and swing shift, including weekends.

g. Three residential life professionals (RLPs) scheduled during the swing shift for the maximum participation of activities by students.

h. One night watchman between approx. 1:00 AM and 9:00 AM, seven nights a week, to ensure facility security and assist with medically necessary transportation of students.

i. One office assistant during the day shift on school days and one office assistant located at the visitors center during the swing shift from 10:00am-11:30pm on weekends and non-school days.

j. Sufficient personnel performing custodial duties to meet contractual requirements detailed in the “CLEANING” section. Many custodial tasks may be accomplished by students, who are required to help maintain residential facilities. The offeror’s proposal should include a plan for student involvement in custodial efforts.

k. Sufficient supervisory personnel to see that all services required in the contract are provided in a quality manner and to work with the MEHS contract administrator to ensure that contract staff and MEHS employees work together in a collaborative and effective manner.

l. In the offeror’s proposal a method must be provided that allows for communication during the school day between the academic office and the dorm staff either through radio, cell phone or other method accepted by the MEHS Superintendent.

Staffing Guideline for Mt. Edgecumbe High School Residential Dorm Management

Supervisor

Asst

Supervisor RLP

RA Girls

RA Girls

RA Boys

RA Boys

2 RA Heritage

RA

Ivy

RA

Float Night Watch

Office

Asst Driver

Day Shift 1 1 1 1 1 1 1 2 1

Swing Shift 1 3 2 2 2 2 1 1 1 1 1

Overnight Shift 1 1 1 1 1 1 1

Position 8 hrs/day days/wk hrs/wk FTE's

Supervisor 1 5 40 1 Asst

Supervisor 1 5 40 1

RLPs 3 5 120 3

RAs 23 7 1288 32.2

Night Watch 1 7 56 1.4

Office Asst 3 5 120 3

Driver 2 7 112 2.8

Total 44.4

13 Rev. 8/24

B. PROJECT SPECIFICATIONS

1. During days on which school is in session the contractor will aid to students on school mornings during the hours of 6:30 AM and 9:45 AM to see that all students get up, prepare themselves for school, and leave their residence hall with sufficient time to reach their classrooms before the start of their first class. This includes highly encouraging students to eat breakfast, addressing matters of personal hygiene, and helping students organize for the day.

2. During Days on which school is in session the contractor will provide for student supervision beginning at 2:30pm for seniors and all other students at 4:00pm. On days that school is out early, such as PLC Wednesday’s (Professional Learning Communities) the contractor will be required to be prepared for students at these times. PLC days are pre-scheduled by MEHS.

3. During days on which school is in session, between 8:00 AM and 4:00 PM, the contractor will provide building security, receipt of deliveries and messages, and transportation of students.

Driving on weekdays is limited to Students with Mobility Challenges and

Medical/Dental/Counseling Appointments.

Weekend Driving is limited to Students with Mobility Challenges, Medical/Dental/Counseling

Appts - from 8am-2pm Sat/Sun - all transports - no limitations.

Other requests must be made 10 days in advance and are subject to approval by both MEHS and contractor.

4. During evenings and weekends, the contractor will provide student supervision, provide activities in conjunction with state staff, assist in monitoring study hours (7:00pm-8:30pm), oversee student cleaning duties, and provide transportation for student needs.

5. Manage four residential buildings 292, 293, 295 and 297. The arrangement of dorm residents is subject to change.

a. Employ, train, and maintain the staff necessary to accomplish all tasks in a quality manner and meet the school mission and related programming needs. All hiring, supervision, training, assignment of duties and termination of employees shall be under the direction of the contract manager. The MEHS Superintendent reserves the right to require termination of contractor employees who do not pass a background check, maintain appropriate records, including but not limited to daily logs, time keeping, academic study lists, student travel lists, work study programs and other proper record keeping as determined by the dormitory staff and school administration.

b. Seven days a week awaken students at appropriate times and see that bed checks are made at the end of each day and throughout the night at one-hour intervals or as designated by the MEHS Superintendent, the Superintendent’s designee, or the

Residential Principal.

c. Recommend to MEHS staff disciplinary action which might be imposed to those students who break school rules.

14 Rev. 8/24

d. Report all unauthorized persons on campus or any unusual activities to the appropriate, designated MEHS staff.

e. Enforce quiet/study hours (7:00pm-8:30pm) on Sundays through Thursdays, except on holidays and in-service days. Enforce lights out at 10:30pm Sunday through

Thursdays and 11:30pm on Fridays and Saturdays.

6. RESIDENTIAL ASSISTANTS – RA’s

Responsibilities include:

a. RA’s shall build and establish healthy, caring relationships with each student.

b. RA’s must supervise students for purposes of health and safety, including implementation of the school’s Code of Conduct, health and safety rules, and student participation in maintaining a clean, healthy physical environment.

c. RA’s shall guide, mentor, and help students become successful learners of the MEHS community and responsible citizens. This includes providing direct student supervision with attention to student treatment of school furnishings, keys, bedding, etc., and serving as a positive role model.

d. When possible, RA’s must supervise an activity when most students are not in the dorms and attending activities in the gym upon the assignment of the Residential

Principal.

e. RA’s shall treat MEHS day students the same as all other residential students.

f. RA’s shall provide general supervision to the student body in the residential halls or wherever students are located on campus when applicable. The Residential Principal will work the Contract Supervisor to assign RA supervision to locations of greatest need.

g. Swing shift RA’s must plan and carry out at least one recreational activity each week that involves at least five students.

h. RA’s shall assist in the solving of problems or issues that occur in the students’ daily responsibilities, with active collaboration with State staff.

i. RA’s operate within a technologically rich working environment and must use school-provided technology to communicate.

j. RA’s shall sort, post and distribute mail lists and mail.

k. RA’s must provide for the care of students who are in a dorm room due to illness or injury when not in sick bay. Although uncommon, additional staffing may be required in this instance.

l. Contractor will be responsible for transporting students to the ER as needed between

1:00am and 8:00am. Contractor will ensure child is checked in with medical staff before leaving. If there are more students going to the ER than there are contractor staff available, the state will provide the required supervision.

m. RA’s shall assist with the snack program during the evening study period in the dorms. (Snack is purchased by the Food Service vendor).

n. Contract staff must remove snow and ice from dormitory stairways, ramps, and entrances between the hours of 1:00AM and 6:00 AM weekdays and anytime needed on weekends.

15 Rev. 8/24

o. To build an effective team of residential professionals, RAs that possess unique skills are highly desired. Examples are emergency medical training, special knowledge of academic subjects such as mathematics and science, particular knowledge related to

Alaska Native cultures, and unique recreation/activity skills such as music or art.

Having a variety of skills represented across all RAs and will help successfully meet the broad needs of the students.

p. Retention of RAs is expected to be a top priority. Having consistent staffing for our students is of upmost importance.

7. RESIDENTIAL LIFE PROFESSIONALS - RLPs

Contractor will ideally employ three FTE Residential Life Professionals (RLPs) whose primary focus is to provide student activities during non-school hours (swing shift). MEHS will assist with recruitment of RLPs for the contractor, if requested/needed.

a. The Residential Life Professionals must have a background suitable to providing this essential role for the students. Desirable backgrounds might include a degree in residential life/recreation, previously working with high school students, athletic coaching, or teaching. RLPs may also be trained/mentored by the contractor for this role, with careful consideration. RLPs should most importantly have a desire to engage with the students in meaningful, fun, social and team building activities including but not limited to: outdoor recreation, physical education, leadership development, music, art, culturally relevant activities, game nights, cooking classes, book clubs, etc. The role of the RLPs is considered crucial to the success of the students.

b. RLP Job Goals:

i. To provide well-rounded programming opportunities for all residential students and to manage the daily schedule of student activities, resource development and transportation needs.

ii. To ensure the academic success of all students by working closely as a liaison with the academic staff and residential staff.

iii. To provide outdoor programming opportunities for all students and focus on leadership development of students.

iv. To act as a role model and assist students in learning how to make good decisions by focusing on at-risk students and assisting them in reversing destructive behaviors.

c. Activities:

Support academic success and student leadership through activities. Residential

Assistants should also be encouraged to provide enrichment activities alongside RLPs that puts them in a position to establishes caring connections with the students. This is intended to give RLPs and RAs an opportunity to build rapport with students while engaging them in activities. The inclusion of RAs to conduct these activities must not

16 Rev. 8/24 compromise the Contractor’s responsibility to provide appropriate residence hall supervision. A monthly calendar shall be utilized to keep track of activities offered.

d. Assessment:

Provide weekly activity reports to Residential Principal or designee and Dorm

Management.

8. CLEANING: The contractor will maintain the residential facilities. Supplies needed are provided by MEHS.

a. Areas to be cleaned and maintained include the student rooms and lounge areas, offices, showers and bathrooms, other rooms within the dormitory complex, and the immediate grounds areas surrounding the dormitories and cafeteria complex. Areas must be cleaned and maintained in a manner that provides a safe, healthy, sanitary and presentable living area. Cleaning also includes shampooing carpets and dorm fabric furniture twice per year, prior to the start of the school year and during winter break.

i. State Offices not included

ii. Students cleaning bathrooms need to be under the direct supervision of staff

b. Student assistance will be used towards keeping areas cleaned and maintained in a manner approved by the MEHS Superintendent or the Superintendent’s designee.

MEHS will supply cleaning supplies and equipment and related Material Safety Data

Sheets. Periodic inspections will be made by the MEHS Superintendent or the

Superintendent’s designee. Any deficiencies noted must be corrected immediately.

c. The contractor shall comply with the school’s curricular master schedule of classes to provide the above services with minimal disruption of the school’s schedule.

9. STAFF MEETINGS AND ONGOING TRAINING:

a. Ideally, contractor staff will attend monthly dormitory meetings and on-going training sessions, when possible, as scheduled by the MEHS Superintendent or the

Superintendent’s designee. Meetings are not mandatory and will average approximately 1.5 hours per month. All costs associated for employees’ time at these meetings are the responsibility of the contractor. At the approval of the MEHS

Superintendent, the contractor may hold training sessions at the beginning of school or during winter break.

b. The State requests the Contractor propose their training plan and actively implement a training program for the staff working at MEHS.

10. TRANSPORTATION:

a. The contractor will be required to transport MEHS students and/or guests of MEHS in a State-owned vehicle for medical as required by the MEHS Superintendent, or designee, as long as student floor supervision is not being compromised. The MEHS

17 Rev. 8/24

Superintendent or the Superintendent’s designee will determine when student floor supervision would be compromised by the contractor employee providing the student transportation services.

b. Contractor will be responsible for coordinating student arrivals and signing in all students into the dorms (August and January) and provide an updated list to both the

Residential Principal and the MEHS Office of those students enrolled.

c. Contractor will be responsible for the coordinating of all student departures, with the coordination of State staff, whether for appointments, travel for activities, returning home, or other necessary travel approved by MEHS. This coordination is to include but not be limited to airport drop-off/pick-up, ferry terminal drop-off/pick-up, appointment drop-off/pick-up, and luggage drop-off/pick-up. Because of the complexity of the coordination needed for the Fall arrivals and Spring departures, a plan will be established and shared with the Residential Principal and MEHS Office as to arrival/departure times, luggage coordination, rosters of arrival/departures, and personnel needed to coordinate.

d. Students may arrive and depart via nontraditional transportation methods. The contractor must accommodate the arrivals and departures of all MEHS students.

e. All contract personnel operating motor vehicles for the purpose of transporting students must have a valid driver’s license.

f. Contractor must reimburse the State for the cost of repairs or replacement of State-owned vehicles when the damage was caused by the contractor or contractor’s employees.

g. Contractor must maintain a vehicle use log, when provided by and in conjunction with the State, regarding the number of trips, the type of trips, and the number of students being transported. This report will be made available to the MEHS

Superintendent or the Superintendent’s designee.

h. When using MEHS vehicles, contractor staff must comply with MEHS vehicle use policies.

i. Contractor must maintain required insurance as indicated in the contract documents.

11. STUDENT TRACKING:

The contractor will be required to manage a system to be accountable for the whereabouts and supervision of students and log pertinent behavior or student accountability information. This includes a system for students to be checked out of the dorms by approved adults and maintaining these records. MEHS currently uses Reach Student Life Management.

12. STUDENT MAIL:

The contractor will be required to manage student mail including a system for logging and distributing student mail.

13. STUDENT DORMITORY AND ROOM ASSIGNMENT:

The contractor will be responsible for assigning all students to a dorm and a room in such a manner that every student will have a proper bed and place for his/her belongings.

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a. Dorms are to be single gender dorms except for Ivy Hall and Heritage Hall, which can be co-ed by floor or pod, as needed according to student enrollment.

b. The contractor may move students from room to room or dorm to dorm as deemed necessary by the contractor.

c. The MEHS residential principal may move students from room to room or dorm to dorm for disciplinary or social/emotional reasons as deemed necessary by the MEHS residential principal.

d. The MEHS Superintendent will provide the contractor a current list of accepted students by grade and gender at least every Friday in August.

14. COMMUNICATIONS:

a. Visitors Center:

The contractor must employ an office assistant who is on duty seven days a week from 2:30 PM. to 10:30 PM. or at times designated by the MEHS Superintendent, to improve communications between academic and residential components, SEARHC, parents, etc. The office assistant must be proficient at phone, computer, fax and copying tasks. In addition, the office assistant will be required to perform tasks related to student residence hall life as assigned by the MEHS Superintendent or designee.

b. During all non-administrative staff hours, the administrative office telephone will be forwarded to the main dormitory office. The contractor’s office assistant, or designee, will be responsible for answering the forwarded calls.

c. To improve interactions between RAs and students, the contractor may assign RAs to split shifts between different floors. The Contractor may also recruit, train, and pay student mentors to assist contract staff in delivering services to students as approved by the MEHS Superintendent or the Superintendent’s designee.

15. TRAINING:

Contractor will establish and provide documentation to the MEHS Superintendent and the

Residential Principal regarding on-going training schedule and new employee orientation program which meets all school, State and Federal requirements, and builds contract staff’s capacities to perform their jobs. These training activities must include mandatory State and

Federal training, other initial orientation, job shadowing, mentoring, feedback on initial performance, regular employee evaluations, etc.

16. COMPENSATION:

a. An invoicing/compensation schedule can be negotiated at the time of contract execution; however, our suggestion is that invoicing be done monthly except for June and July where no services are typically rendered. For example, if the contract total was $50,000.00 per year, there would be 10 payments issued during the months of

August through May in the amount of $5,000.00 each and no payments in June or

July.

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SEC. 3.02 CONTRACT TERM AND WORK SCHEDULE

The length of the contract will be a full year, with billing/invoicing to be completed August through

May of each contract period. See Compensation (17 a.) above. Billing/invoicing schedule can be negotiated at time of contract execution. Contractor should describe their desired schedule of billing/invoicing in their proposal.

The approximate contract schedule is as follows:

• Contract begins July 1, 2025, and ends June 30, 2026

• first renewal option July 1, 2026, to June 30, 2027;

• second renewal option July 1, 2027, to June 30, 2028;

• third renewal option July 1, 2028, to June 30, 2029;

• fourth and final renewal option July 1, 2029, to June 30, 2030.

Unless otherwise provided in this RFP, the State and the successful offeror/contractor agree: (1) that any extension of the contract excluding any exercised renewal options, will be considered as a month-to-month extension, and all other terms and conditions shall remain in full force and effect and (2) the procurement officer will provide notice to the contractor of the intent to cancel such month-to-month extension at least

30 days before the desired date of cancellation. A month-to-month extension may only be executed by the procurement officer via a written contract amendment.

SEC. 3.03 CONTRACT TYPE

This contract is a fixed price contract.

SEC. 3.04 PROPOSED PAYMENT PROCEDURES

The state will make payments based on a monthly or negotiated payment schedule. Each billing must consist of an invoice and required report(s). No payment will be made until the required report(s) and invoice has been approved by the project director.

SEC. 3.05 CONTRACT PAYMENT

No payment will be made until the contract is approved by the Commissioner of the Department of

Education and Early Development or the Commissioner's designee. Under no conditions will the state be liable for the payment of any interest charges associated with the cost of the contract. The state is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S. currency.

Payment for agreements under $500,000 for the undisputed purchase of goods or services provided to a state agency, will be made within 30 days of the receipt of a proper billing or the delivery of the goods or services to the location(s) specified in the agreement, whichever is later. A late payment is subject to 1.5%

20 Rev. 8/24 interest per month on the unpaid balance. Interest will not be paid if there is a dispute or if there is an agreement that establishes a lower interest rate or precludes the charging of interest.

Any single contract payment of $1 million or higher must be accepted by the contractor via Electronic

Funds Transfer (EFT).

SEC. 3.06 CONTRACT PRICE ADJUSTMENTS

Consumer Price Index (CPI): Contract prices will remain firm through June 30, 2026.

The Contractor or State may request price adjustments, no sooner than 12 months from the Contract execution date, and no more than once per contract year. Contractors must submit a request to the State at least thirty (30) days prior to the end of the current term. All Requests must be in writing and must be received 30 days prior to the Contract renewal date.

a. If the Contractor or State fail to request a CPI price adjustment 30 days prior to the Contract renewal date, the adjustment will be effective 30 days after the State or Contractor receives their written request.

b. Price adjustments will be made in accordance with the percentage change in the U.S.

Department of Labor, Bureau of Labor and Statistics, Consumer Price Index (CPI-U) for All

Urban Consumers, All Items, Urban Alaska.

c. The price adjustment rate will be determined by comparing the percentage difference between the CPI in effect for the base year reported HALF1 (January through June) (depends on the timing, may be HALF2 for July-December); and each HALF1 (or HALF2) thereafter. The percentage difference between those two CPI issues will be the price adjustment rate. No retroactive contract price adjustments will be allowed. All price adjustments must be approved by the Procurement Officer prior to the implementation of the adjusted pricing. Approval shall be in the form of a Contract Amendment issued by the Procurement Officer.

d. Approval for all price increases is dependent upon full compliance with the terms of the

Contract including reporting requirements.

All price adjustments must be approved by both the contractor and the procurement officer prior to the implementation of the adjusted pricing. Approval shall be in the form of a contract amendment issued by the procurement officer and signed by the contractor.

SEC. 3.07 LOCATION OF WORK

The location(s) the work is to be performed, completed, and managed is at Mount Edgecumbe High School in Sitka, Alaska.

The state will provide workspace for the contractor on the MEHS Campus. The contractor must provide any additional workspace they require.

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By signing their proposal, the offeror certifies that all services provided under this contract by the contractor and all subcontractors shall be performed in the United States.

If the offeror cannot certify that all work will be performed in the United States, the offeror must contact the procurement officer in writing to request a waiver at least 10 days prior to the deadline for receipt of proposals.

The request must include a detailed description of the portion of work that will be performed outside the

United States, where, by whom, and the reason the waiver is necessary.

Failure to comply with these requirements may cause the state to reject the proposal as non-responsive or cancel the contract.

SEC. 3.08 SUBCONTRACTORS

Subcontractors will not be allowed.

SEC. 3.09 JOINT VENTURES

Joint ventures will not be allowed.

SEC. 3.10 RIGHT TO INSPECT PLACE OF BUSINESS

At reasonable times, the state may inspect those areas of the contractor's place of business that are related to the performance of a contract. If the state makes such an inspection, the contractor must provide reasonable assistance.

SEC. 3.11 CONTRACT PERSONNEL

Any change of the project team members or subcontractors named in the proposal must be approved, in advance and in writing, by the project director and the procurement officer. Changes that are not approved by the state may be grounds for the state to terminate the contract.

SEC. 3.12 INSPECTION & MODIFICATION - REIMBURSEMENT FOR

UNACCEPTABLE DELIVERABLES

The contractor is responsible for the completion of all work set out in the contract.