RFP - Senior Fitness and Exercise Program - 20HEA100G FINAL.pdf

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Town Manager Needham Town Hall

1471 Highland Avenue Needham, Massachusetts 02492

Telephone 781-455-7500

Acknowledgement of Receipt

Release Date Thursday, October 3, 2019

Bid Title Senior Fitness and Exercise Program

Bid Number 20HEA100G

Number of Documents The Bid Package consists of one (1) PDF document.

Informational Session None

Questions Due 12 p.m., Friday, October 11, 2019

Proposals Due 11:00 a.m. Thursday, October 17, 2019 to Kate Fitzpatrick, Town Manager, Town Hall, 1471 Highland Avenue, Needham, Massachusetts 02492

Please provide the requested information below as acknowledgment that you have received our bid package noted above and your intention is to submit a bid. It is recommended that interested bidders complete this acknowledgment and return via email to pcentral@needhamma.gov . Only by doing this, will the Town be able to provide notification of addenda* or answered questions relating to this Bid. Only those companies or individuals shown on the Distribution Register will be sent addenda to this Bid and whose written questions will be addressed. By completing and returning this acknowledgement will ensure you are recorded on the Distribution Register. Proposals from companies or individuals not acknowledging the addenda may be rejected as not responsive.

Name of Company or Individual (Print)

Name / Title of Contact (Print)

Address (line 1) (Print)

Address (line 2) (Print)

Telephone Number

Fax Number

E-mail Address (Print)

Signature

Date

* Addenda will be posted to the website. Please check the website for addenda before submitting your bid to the Town. Bidders who access the bid package from the Town’s website are responsible for checking the website periodically for any addenda that may be issued by the Town.

mailto:pcentral@needhamma.gov

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Senior Fitness and Exercise Program

20HEA100G

Released: Thursday, October 3, 2019

Deadline for Questions – 12:00 p.m.

Friday, October 11, 2019

Proposals Due 11:00 a.m. Thursday, October 11, 2019

Kate Fitzpatrick, Town Manager Town Hall

1471 Highland Avenue

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(Advertised in the Needham Times issue of Thursday, October 3, 2019) (Advertised in Goods and Services Monday, September 30, 2019)

(Advertised in COMMBUYS Thursday, October 3, 2019)

Town of Needham Request for Proposals

The Town of Needham is accepting sealed proposals from qualified consultants to provide a Senior Fitness and Exercise Program. Copies of the Request for Proposals (RFP) package will be available beginning Thursday, October 3, 2019 online at the Town’s web site www.needhamma.gov/bids.aspx or by calling the Town Manager’s Office 781-455-7500 between the hours of 8:30 a.m. – 5:00 p.m. Monday - Friday, and will be available until submission deadline. Please refer to the RFP for additional information. Sealed proposals must be submitted no later than 11:00 a.m. Thursday, October 17, 2019 to Kate Fitzpatrick, Town Manager, Town of Needham, Town Hall, 1471 Highland Avenue, Needham, Massachusetts 02492. LATE BIDS WILL NOT BE CONSIDERED. The Town reserves the right to reject any and all bids as determined to be in the best interests of the Town and to waive minor informalities.

Kate Fitzpatrick

October 3, 2019 http://www.needhamma.gov/bids.aspx

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INDEX

Description Page Legal Notice 3 Index 4 Procurement In Brief 5 Part 1 Request for Proposal and General Requirements 7

1.01 About Needham 7

1.02 Decision to Use Competitive Sealed Proposals 7

1.03 Quantities 7

1.04 General Contract Terms 7

1.05 Questions regarding the Request for Proposal (RFP) 8

1.06 Information about Changes to the RFP (Addenda) 8

1.07 Bonds, Insurance and Indemnification 8

1.08 Reserved 9

1.09 Payment and Discount Terms, Adjustments for

Incomplete or Unacceptable Work

1.10 Bid Modifications or Withdrawals 10

1.11 Premature Opening of a Bid 10

1.12 Unexpected Closure or Delays 10

1.13 Late Submissions 10

1.14 Rejection of Proposals 10

1.15 Taxes 11

1.16 Public Records 11

1.17 Conflict of Interest 11

1.18 Other Notices 11

1.19 Contract Award 11

1.20 Clarification of Terminology 12

Part 2 Scope of Services 13

2.01 Overview 13

2.02 Required Services 13

2.03 Quality Requirements 16

Part 3 Selection Process 17 Part 4 Submission Requirements 20 Part 5 Checklist and Forms for Submission

• Checklist - Submission

• Bidder Information Response (2 pages)

• Certificate of Good Faith

• Certificate of Compliance with Massachusetts Tax Laws

• Professional References

• Certificate of Authority

• Bid Price Proposal (3 pages)

• Non-Submittal Response Form

Appendix A Appendix B Specimen Agreement

After Page 38

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Procurement in Brief Primary Procurement

Contact Tatiana Swanson, Finance and Procurement Coordinator

Telephone: (781) 455-7500 X 280 Event Date Details

Bid Title Senior Fitness and Exercise Program

Contract Number 20HEA100G

Request for Proposal (RFP) Available

Tuesday, October 3, Information and details of bidding requirements may be obtained at Office of the Town Manager, Needham Town Hall, Highland Avenue, Needham, Massachusetts 02492, or on-line at the Town’s web site

Informational Session None

Deadline for Written Questions*

12:00 p.m.

Friday, October 11, By Delivery:

Office of the Town Manager, Needham Town Hall, 1471 Highland Avenue, Needham, Massachusetts 02492

By Email:

pcentral@needhamma.gov

Questions are to be clearly labeled as:

20HEA100G – Questions

Addenda

If any changes are made to this bid, an addendum will be issued. Addenda will be emailed or faxed to all bidders on record as having received the bid package.

When and Where Bids are Due*

11:00 a.m. Thursday, October 17, 2019

LATE SUBMISSIONS

WILL NOT BE

CONSIDERED

Kate Fitzpatrick, Town Manager Needham Town Hall 1471 Highland Avenue, Needham, Massachusetts 02492

The bid is to be clearly marked on the outside of the package: Senior Fitness and Exercise Program 20HEA100G

Number of Required Copies One Original

One (1) original printed copy and one (1) electronic copy in PDF format on a thumb drive.

Bid Opening Bids will NOT be publicly opened; a list of submitters will be made available after the submission deadline.

Evaluation of Bids Evaluation Committee members will independently review the technical proposals.

Proposal Presentation October 24, 2019 Bidders deemed qualified based on the

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Procurement in Brief

Primary Procurement Contact

Tatiana Swanson, Finance and Procurement Coordinator Telephone: (781) 455-7500 X 280

Event Date Details evaluation of the written technical proposals MAY be required to make a presentation before the Evaluation Committee.

Bid Surety (bond) Requirements A Bid bond is NOT required

Contract Length Three Years

Contract Award**

The contract award should be within ninety

(90) days after the submission deadline

Approval of Town Manager and Town Counsel is REQUIRED

Upon Award of Contract

Payment Bond Will NOT be Required

Performance Bond Will NOT be Required

Insurance Refer to contract terms

* Written inquiries must be sent prior to the above date and time deadlines. The Town will respond to written questions submitted by individuals/companies who intend to submit a bid.

Individuals/companies will demonstrate their intention to bid by completing and returning the Acknowledgement of Receipt form. The time/date stamp machine located in the Town Manager’s Office will govern for the date and time requirements mentioned in the table above and throughout this document. Please allow enough time for hand delivery or facsimile transmissions.

** The Bidder agrees that the offer is effective for (a) at least ninety (90) calendar days from the opening date of the bids (b) a contract is executed, or (c) this bid is cancelled, whichever of (a), (b), or (c) occurs first. The time for award may be extended by the Town. The Town reserves the right to change, delay, cancel, or expedite the contract award date. The Town reserves the right to reject any and all bids as determined to be in the best interests of the Town and to waive minor informalities.

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PART 1 – REQUEST FOR PROPOSAL AND GENERAL REQUIREMENTS

1.01 ABOUT NEEDHAM

The Town of Needham is located in Norfolk County, 10 miles southwest of Boston. It is bordered on the west and northwest by the Town of Wellesley, on the north and northeast by the City of Newton, on the east by the West Roxbury section of the City of Boston, on the southeast by the Town of Dedham, and on the south by the Towns of Westwood and Dover. Needham has a population of 28,886 (2010 Federal Census) and occupies a land area of approximately 12.75 square miles. Established as a town in 1711, Needham is governed by a representative form of town meeting and a five member Board of Selectmen. The day-to-day management is under the direction of a Town Manager. School affairs are administered by a seven-member School Committee and a Superintendent of Schools. The Town is classified as an economically developed suburb with above average wealth levels and higher education attainment. The Town has an “AAA” credit rating from Standard and Poor’s.

The Town provides a full range of governmental services including police and fire protection, emergency medical services, collection, disposal, and recycling of solid waste, sewers, streets, water services, health and human services, town library, and recreation. The Town also provides public education in grades kindergarten through twelve. The Town operates 1 pre-school, 5 elementary schools (K – 5), 1 sixth-grade center, 1 middle school (7 - 8), and a senior high school (9 – 12). Technical education is offered to grades nine through twelve by the Minuteman Regional Vocational Technical School District. The total expenditures in the most recent fiscal year exceeded $165 million.

1.02 DECISION TO USE COMPETITIVE SEALED PROPOSALS

The Chief Procurement Officer (CPO) has determined that in order to select the most advantageous proposal to provide a Senior Fitness and Exercise Program, factors in addition to price, will be required. The Town believes that the choice of vendor requires an evaluation of their capacity, knowledge and experience with providing these services to a senior population. The contract will be awarded in accordance with M.G.L. Chapter 30B using the request for proposals procedure.

1.03 QUANTITIES

Unless otherwise stated, the quantities set forth herein are ESTIMATES ONLY. Any quantities indicated on the Bid Price Form or elsewhere in the bid package are estimates only and are given solely as a basis for the comparison of bids. The Consultant shall have no claim for additional compensation, or refuse to do the work called for, or provide the requested items, by reason of the actual quantities involved being greater or lesser by any amount than those called for in the bid.

1.04 GENERAL CONTRACT TERMS

The successful Bidder must enter into the Form Agreement prepared by the Town (Sample Available Online). In accordance with Massachusetts General Laws, the contract continuation beyond the first year is subject to annual appropriation and/or availability of funding.

The Town may terminate the Contract at any time upon written notice for any reason including its own convenience or for cause, including but not limited to, failure to perform the work required under the contact, failure to document satisfactorily to the Town amounts being charged, failure to have any necessary local, State or Federal licenses and/or permits, failure to pay any and all required taxes, failure to comply with any local, State or Federal regulations pertaining to services to be provided, failure to promptly correct any performance or lack of performance which conflicts

8 | P a g e with the Town's use, and failure for satisfactory behavior of all staff and management. In the case of a termination for cause, the Town shall give the Contractor a written notice as provided in the Agreement.

1.05 QUESTIONS REGARDING THE REQUEST FOR PROPOSAL (RFP)

The Bidder shall be satisfied as to the requirements to enable intelligent preparation of your bid.

The Bidder shall be familiar with all the Bid material requirements and documents before submitting the bid in order that no misunderstanding shall exist. Bidders shall promptly raise the issue of any ambiguity, inconsistency, or error, which they may discover upon examination of the bid documents, specifications, services, worksite, or any other conditions which may apply. No allowance will be made for any claim that the bid is based on incomplete information.

The Town will respond to written questions submitted by individuals/companies who intend to submit a bid. Individuals/companies will demonstrate their intention to bid by completing and returning the Acknowledgement of Receipt form.

Inquiries concerning any part of this Bid shall be directed to the individual(s) listed under the Procurement in Brief. Bidders should note that oral communications are not binding on the Town and only written responses by the Town will be considered. All requests/questions must be submitted in writing. Questions may be delivered by hand, fax or email as referenced under the Procurement in Brief by the deadline. Questions that may be asked during any pre-bid conference should also be sent in writing in order to receive an official response. Requests properly presented that in the opinion of the Town require interpretation, correction, or change in the Bid Documents will result in an issuance of an Addendum to the Bid Documents. Such Addendum shall subsequently become part of the contract. The Town will forward responses to all persons who are on record as receiving the bid package. Questions received after the due date will not be responded to unless the Town determines it is necessary. Bidders, please allow enough time for hand delivery or facsimile transmissions.

1.06 INFORMATION ABOUT CHANGES TO THE RFP (ADDENDA)

In the event that changes/additions are made to this bid, an addendum will be issued to every person (entity) on record as receiving the bid package. Addenda will be emailed, if an email address was not provided, then it will be faxed. If a fax number was not provided, then the addenda will be mailed. Addenda will also be posted to the website. Please check back on the website for addendums before submitting your bid to the Town. Bidders may not be notified individually of Addendums.

1.07 BONDS, INSURANCE, AND INDEMNIFICATION

A Payment Bond will not be required.

A Performance Bond will not be required.

Insurance

Bidder awarded a contract under this bid must provide proof of insurances in at least the minimum amounts required in the contract and when requested shall name the Town of Needham as an additional insured for the amounts written.

The Bidder awarded a contract shall deposit with the Town Certificates of Insurance for the coverage required, in form and substance satisfactory to the Town, and shall deliver to the Town new policies and certificates thereof for any insurance about to expire at least ten (10) days before

9 | P a g e such expiration. All such insurance policies shall contain an endorsement requiring thirty (30) days written notice to the Town prior to cancellation of change in coverage, scope, or amount of any such policy or policies. Compliance by the Bidder with the insurance requirement, however, shall not relieve the Bidder from liability under the indemnity provisions.

Indemnification

The Bidder shall indemnify, defend, and save harmless the Town and all of the Town’s officers, agents and employees from and against all suits and claims of liability of every name and nature, including costs of defending any action, for or on account of any injuries to persons or damage to property of the Town or any person, Consultant, corporation or association arising out of or resulting from any negligent act, omission, or negligence of the Bidder, its subcontractors and its and their agents or employees in the performance of the work covered by the Contract and/or failure to comply with terms and conditions of the Contract, but only in respect of such injuries or damages sustained during the performance and prior to the completion and acceptance of the work covered by the Contract and to the extent such injuries or damages are not covered by the Town’s insurance. The foregoing provisions shall not be deemed to be released, waived, or modified in any respect by reason of any surety or insurance provided by the Bidder under the Contract.

1.08 RESERVED

1.09 PAYMENT AND DISCOUNT TERMS, ADJUSTMENTS FOR INCOMPLETE OR

UNACCEPTABLE WORK

Payment Terms

The unit bid price shall be the basis for payment for purchased items or services. Payment shall be based on the items or services purchased. Invoicing may be performed after delivery, work has been completed, or monthly, for items or services that have been fulfilled.

Invoices are to itemize charges for labor, equipment, and supplies. The Town will not be responsible for payment of any charges not itemized to the Town’s satisfaction. Pre-payment is NOT allowed. Invoices must include the Town’s purchase order number. The Purchase Order number may change with each fiscal year.

Invoices for additional services must include the date and times of the work, the type of services performed; the number of hours or units to be charged, and the name of the person who authorized the work. They are to be sent in duplicate directly to the Town’s designee for processing and are not to be included on the regular monthly invoice.

Invoices for additional supplies and/or materials must include the quantity, date and times of delivery, a description of the supplies or materials, unit price, shipping and handling charges as applicable, and the name of the person who placed the order. They are to be sent in duplicate directly to the Town’s designee for processing and are not to be included on the regular monthly invoice.

Adjustments for Incomplete or Unacceptable Work

The Town reserves the right to withhold payment for incomplete or unacceptable work. The Town shall provide notice of any work that is deemed to be incomplete or unacceptable, for which the Consultant shall rectify that condition to the satisfaction of Town. The Town will also reduce the bill for any services deemed unsatisfactory. At no time will penalty assessment be recoverable by the Consultant.

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The Consultant shall take all proper precautions to protect Town and private property from damage and/or loss. Should any damage to, and/or loss of, property be caused by the Consultant, the Consultant will be required to make repairs and/or restitution immediately at its expense.

1.10 BID MODIFICATIONS OR WITHDRAWALS

Bids may be corrected, modified, or withdrawn prior to the submission deadline; requests to do so must be received in writing to the Town Manager. After the submission deadline, bids may not be changed. Minor mistakes may be waived by the Town.

1.11 PREMATURE OPENING OF A BID

The Town will not be responsible for the premature opening of any bid not properly identified. The Town may reject bids which are incomplete, not properly endorsed, or signed, or which otherwise are contrary to these instructions.

1.12 UNEXPECTED CLOSURE OR DELAYS

If, at the time of the scheduled bid submission deadline, the designated location for delivery of the bid is closed due to uncontrolled events such as fire, snow, ice, wind, building evacuation or other the deadline will be postponed until 11:00 a.m. on the next normal business day (Monday through Friday, excluding Holidays). Bids will be accepted at the same location until that date and time.

1.13 LATE SUBMISSIONS

The Town assumes no responsibility for late submissions due to mail, courier, or delivery problems.

LATE BIDS WILL NOT BE CONSIDERED.

1.14 REJECTION OF PROPOSALS

The bid must satisfy all the submission requirements in order to be considered for award. Failure to complete the required forms, answer any questions, or provide the required documentation will be deemed NON-RESPONSIVE and result in rejection of the bid unless the Town determines that such failure constitutes a minor informality that can be corrected without prejudice to other Bidders. A bid may be rejected if the Bidder:

Fails to adhere to one or more of the provisions established in the bid package;

Fails to submit its bid by the time or in the format specified herein or to supply the minimum information requested herein;

Fails to submit its bid to the required address on or before the specified submission deadline;

Misrepresents its service or provides demonstrably false information in its bid, or fails to provide material information.

1.15 TAXES

Purchases made by the Town are exempt from the payment of all Federal excise tax and the payment of Commonwealth of Massachusetts sales tax and any such taxes must not be included in the bid prices. If requested, the Town will provide the awarded bidder with a copy of the Certificate of Exemption.

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1.16 PUBLIC RECORDS

Under the Massachusetts General Laws, the Town cannot assure the confidentiality of any materials or information that may be submitted by the bidder in response to this Bid. Thus bidders who choose to submit confidential information do so at their own risk. All bids or other materials submitted by the bidder in response to this Bid will be open for inspection by any person and in accordance with Massachusetts General Laws, Chapter 66 (Public Records Law). Any statements reserving any confidentiality or privacy rights in the submitted responses or otherwise inconsistent with these statues will be void and disregarded.

1.17 CONFLICT OF INTEREST

By execution of a contract with the Town of Needham, the Bidder acknowledges that the Town of Needham is a municipality for the purposes of Massachusetts General Laws, Chapter 268A (the Massachusetts conflict of interest statue), and agrees, as circumstances require, to take actions and to forbear from taking actions so as to be in compliance at all times with the obligations of the contractor based on said statute.

1.18 OTHER NOTICES

The consideration of all bids and subsequent selection of the successful applicant shall be made without regard to race, color, sex, age, handicap, religion, political affiliation, or national origin.

The Bidder shall adhere to the provisions of the Fair Employment Practices Law of the Commonwealth (Massachusetts General Laws, Chapter 151B).

The provisions relating to non-discrimination and affirmative action in employment shall flow through all contracts and subcontracts that the successful Bidder may receive or award as a result of this contract.

Any services provided by the Bidder shall be rendered through a professional services contract; the Bidder will not be considered an employee of the Town and will not receive any benefits of an employee.

The Bidder shall comply with Massachusetts General Laws, Chapter 66A if the Bidder becomes a "holder" of "personal data". The Bidder shall also protect the physical security and restrict any access to personal or other Town data in the Bidder's possession, or used by the Bidder in the performance of the Contract, which shall include, but is not limited to the Town's public records, documents, files, software, equipment or systems.

1.19 CONTRACT AWARD

The Town reserves the right to reject any and all bids as determined to be in the best interests of the Town and to waive minor informalities.

The contract will be awarded to the responsive and responsible Bidder providing the most advantageous proposal based on the scope of services, evaluation criteria, references, and price.

Although price is a consideration, it will not be the sole determinant for awarding this contract.

The Town will award only a single contract.

The Town herein declares its express purpose not to award the contract to any Bidder unable to furnish evidence, satisfactory to the Town, that it has sufficient ability, experience, and capital to

12 | P a g e execute and complete the work in accordance with the contract. If requested, any Bidder may be required to demonstrate financial stability satisfactory to the Town.

The Town Manager is the awarding authority for the contract. Further the contract will not be binding until it has been approved as to form by Town Counsel. Award, payment, and performance obligations shall depend on the availability and appropriation of funds.

The Town reserves a period up to ninety (90) calendar days following the opening of the bids in which to evaluate and award the contract.

Upon bidder selection, the Town of Needham will mail or email the contract to be executed by the Bidder, who will return the required number of copies with the required insurances and bonds. The Town of Needham will then counter-sign the contracts and will return one complete contract to the Bidder. Unless otherwise noted by the Town, the terms and conditions contained therein are NOT negotiable.

1.20 CLARIFICATION OF TERMINOLOGY

All references in this Bid to features, functions, services, or deliverables that “should”, “must”, “will”, “has ability to”, etc. be provided by the bidder are to be construed as mandatory. Similarly, all references in this Bid to information that “should”, “must”, “will”, “has ability to”, etc. be provided in the bidder’s proposal are to be construed as mandatory.

Bidders may be referred to alternatively as “bidders”, “offerors”, “respondents”, “successful offerors”, “successful bidders”, “vendors”, etc. All such references (except for those explicitly defined otherwise) are to the primary contractor who submits the proposal in response to this Bid and, if successful, who will be responsible for the successful completion of all required deliverables.

References to days are to work days unless otherwise explicitly stated.

Reference to time as stated in this RFP is based on local Eastern Time.

The Town reserves the right to reject any and all bids as determined to be in the best interests of the Town and to waive minor informalities.

End of Section

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PART 2 – SCOPE OF SERVICES

2.01 – OVERVIEW

The Town of Needham seeks a bidder to provide a range of personal training, group training, and group fitness classes for Needham’s senior population. The primary responsibilities of the bidder are to staff the Fitness Room in the Center at the Heights (CATH), to provide personal and small group training in the Fitness Room, and to conduct group fitness classes for seniors at CATH and other locations.

2.02 – SCOPE OF SERVICES

Fitness Room & Personal and Small Group Training

• Using a properly credentialed and certified trainer/fitness instructor (please see the Quality Requirements section below), maintain and monitor the Fitness Room at CATH and provide one-on-one and small group training for seniors using the Fitness Room for:

o Monday through Friday from 9:00 a.m. to 2:00 p.m. (not including holidays);

o Monday through Thursday from 5:30 p.m. to 7:30 p.m. (not including holidays or the eve of major holidays); and o One Saturday per month from 9:00 a.m. to 1:00 p.m. from November through

March, not including a Saturday preceded or followed by a holiday (i.e. not Presidents’ Day Weekend);

o Two Saturdays per month from 9:00 a.m. to 1:00 p.m. from April through August, not including a Saturday preceded or followed by a holiday; and o Three Saturdays per month from 9:00 a.m. to 1:00 p.m. from September through October, not including a Saturday preceded by a Friday holiday or followed by a Monday holiday.

Fitness Classes

• Conduct and create group fitness classes that may be unique or recently developed and which address the needs of the seniors using the CATH. Any such classes shall be led by a properly credentialed and certified trainer/fitness instructor (please see the Quality Requirements section below), and will include a series of at least six (6) one-hour per week fitness classes geared for seniors including:

o A one-hour per week afternoon class focused on strength building and endurance enhancement for seniors with arthritis;

o A one-hour per week afternoon class focused on strength building and endurance enhancement for seniors with severe arthritis (seated or ball based exercises);

o Two one-hour per week classes (one morning and one evening) offering balance training, flexibility, and brain development work;

o A one-hour per week class offering a high-intensity interval training class that is tailored and refined for seniors to building strength and endurance and to improve cardiovascular fitness; and o A one-hour per week class focused upon Circuit training with modifications to the exercises and routines so that they are geared towards seniors.

In the second (11/09/20 to 11/08/21) and third year (11/09/21 to 11/08/22) of this agreement, the services required are the same as detailed above but shall be provided in the amount or according to the timing as detailed below.

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Year 2

• Fitness Room staffing and training:

o On week days from 9:00 a.m. to 2:00 p.m. Monday through Friday, not including holidays;

o On week nights from 5:30 p.m. to 7:30 p.m. Monday through Thursday, not including holidays or the eve of major holidays; and o Each Saturday from 9:00 a.m. to 1:00 p.m., not including a Saturday preceded by a

Friday holiday or followed by a Monday holiday.

• Fitness classes shall include at least the six (6) offerings detailed above in Year 1 plus one

(1) additional class or training as proposed by the bidder in its application.

Year 3

• Fitness Room staffing and training:

o On week days from 9:00 a.m. to 2:00 p.m. Monday through Friday, not including holidays;

o On week nights from 6:00 p.m. to 8:00 p.m. Monday through Thursday, not including holidays or the eve of major holidays; and o Each Saturday from 9:00 a.m. to 1:00 p.m., not including a Saturday preceded by a

Friday holiday or followed by a Monday holiday.

• Fitness classes shall include at least the six (6) offerings detailed above in Year 1 plus two

(2) additional classes or trainings as proposed by the bidder in its application.

Additional responsibilities of the selected bidder include:

• Develop an orientation program for first-time class attendees or for new members of the Fitness Room that ensures their ability to safely participate in the fitness programs;

• Track attendance and participation in the Fitness Room and in any classes or training programs. The chosen bidder will use a form provided by Needham’s Aging Services Division for these tracking efforts;

• Immediately report any accident, injuries, or mishaps to the Needham Aging Services Division using the Town-mandated incident reporting form;

• Maintain the Fitness Room and any class rooms or areas used for training classes in a clean and sanitary manner and, following completion of programs, return them in a state comparable to before the program began;

• Maintain the fitness equipment in proper working condition; and

• Document any maintenance needs, equipment failures, or supply shortages and report such to Needham’s Aging Services Division in a timely manner, defined as within 24 hours or by the close of the next business day.

2.03 - QUALITY REQUIREMENTS (Minimum Criteria)

For the bidder’s proposal to be considered the following minimum requirements must be satisfied.

1. The bidder must assign fitness program staff members who are credentialed and certified to provide all services under this agreement:

• American College of Sports Medicine (ACSM);

• Athletics and Fitness Association of American (AFAA);

• SCW Group Exercise;

• Arthritis Foundation Exercise;

• American Board of Physical Therapy Specialties; and

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• Other relevant credentials which indicate an expertise in fitness, training, or physical therapy as determined by the Evaluation Committee.

2. The bidder must, at all times, assign fitness program staff members who have an active and valid CPR/AED Certification from the American Heart Association.

3. The bidder must demonstrate the ability to commence and perform required work promptly upon award of contract and complete within the required timeline.

4. The bidder must agree to execute the Town’s standard 30B Short Form Agreement.

5. The company must have provided senior fitness programs and services for a minimum of five years to be considered.

End of Section 2

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PART 3 - SELECTION PROCESS

A. Comparative Criteria

An Evaluation Committee will review the technical proposals. The technical proposals will be evaluated without knowledge of prices. Bidders who submit proposals that meet all the requirements set forth under Quality Requirements (Part 2, 2.03) and satisfy the Submission Requirements (Part 4) will then be judged on Comparative Evaluation Criteria (Part 3). The criteria to be utilized for this project are shown below. After the evaluations have been completed a summary will then be submitted to the Chief Procurement Officer (CPO). Qualified Bidders will be required to make a presentation and discuss their proposal and services with the Evaluation Committee. If necessary, the Town will contact the Bidders in the order that the proposals are received to schedule appointments. If a presentation is required, Bidders who fail to make a presentation will be deemed non-responsive and therefore the proposal will be rejected.

The price proposal (which was submitted in a separately sealed envelope) will be opened by the Chief Procurement Officer after all the presentations have been conducted.

The Chief Procurement Officer will determine the most advantageous proposal, taking into consideration the evaluation of the technical proposals by the Evaluation Committee, the quality of the references, and the price proposals. The Chief Procurement Officer will make an award recommendation to the Town Manager.

Proposals which satisfy the Quality Requirements and complied with the Submission Requirements will be further evaluated based on the criteria listed below. For each criterion, proposals will be assigned a rating of Highly Advantageous, Advantageous, Not Advantageous, or Unacceptable. After the Evaluation Committee provides a rating for the individual criteria, the CPO will assign a rating to each proposal. Criteria that will be used for comparative purposes are the following:

Bidder’s Experience

Highly Advantageous

The Bidder and any staff members that will be assigned to this project have fifteen (15) or more years of experience providing fitness programs and services to seniors and to geriatric populations in agency or institutional settings (Council on Aging/Senior Center, long-term care facility, rehabilitation hospital, etc.).

Advantageous

The Bidder and any staff members that will be assigned to this project have between ten (10) and fifteen (15) more years of experience providing fitness programs and services to seniors and to geriatric populations in agency or institutional settings (Council on Aging/Senior Center, long-term care facility, rehabilitation hospital, etc.).

Not Advantageous

The Bidder and any staff members that will be assigned to this project have between five (5) and ten (10) years of experience providing fitness programs and services to seniors and to geriatric populations in agency or institutional settings (Council on Aging/Senior Center, long-term care facility, rehabilitation hospital, etc.).

Unacceptable The Bidder and any staff members that will be assigned to this project do not have five (5) or more years of experience working with seniors on fitness programs and

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Bidder’s Experience services in agency or institutional settings (Council on Aging/Senior Center, long-term care facility, rehabilitation hospital, etc.).

Quality of the Response

The proposal is complete and demonstrates a clear understanding of the scope of services to be performed and how the services will be provided in accordance with the Town’s needs.

Advantageous The proposal is complete and addresses the scope of services and the Bidder meets all the quality requirements.

Not Advantageous The proposal is incomplete/is not clear whether it satisfies the scope of services, but the Bidder meets the all the quality requirements.

Unacceptable The Bidder does not meet the quality requirements.

Proposed Fitness Classes or Trainings

The Bidder proposes a schedule of fitness classes which adhere to the timing and content requirements outlined in the scope of work. The submitted schedule includes a description of the training content, and the classes proposed are evidence-based programs designed to enhance senior health or are creative modifications which allow for substantial senior participation in the fitness programs.

Advantageous

The Bidder proposes a schedule of fitness classes which adhere to the timing and content requirements outlined in the scope of work. The submitted schedule includes a description of the training content, but the classes proposed are not evidence-based or have not been modified to allow for participation by seniors.

Not Advantageous The Bidder proposes a schedule of fitness classes which do not adhere to the timing and content requirements outlined in the scope of work.

Unacceptable The Bidder does not propose a schedule of fitness classes.

B. Bidder Presentation

As part of the evaluation process, the Evaluation Committee may require interviews with the Bidders that met the Quality Requirements. Bidders must be prepared to discuss their proposal, if requested. Bidder interviews, if requested, would be held on Thursday, October 24, 2019. If the Town deems that bidder presentations are necessary, the Town will contact the Bidders in the order that the proposals were received to schedule appointments. Bidders, who fail to make a presentation, if requested, will be deemed non-responsive and therefore the proposal will be rejected.

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End of Section 3

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PART 4 - SUBMISSION REQUIREMENTS

A. Technical Proposal Submission Requirements

The Technical Proposal shall contain one (1) original and one (1) electronic version of the proposal (PDF format on a thumb drive) in a sealed package. The Technical Proposal must clearly be marked: “Senior Fitness and Exercise Program – 20HEA100G - TECHNICAL PROPOSAL”. The Technical Proposal must be signed by an individual authorized to bind the Bidder to the contract.

The Technical Proposal must include the following:

1. The bid is to be submitted and addressed as follows: Town of Needham, Office of the Town

Manager, 1471 Highland Ave, Needham, Massachusetts, 02492.

2. The bid is to be clearly marked: RFP - Senior Fitness and Exercise Program–

3. Proposals must include a letter of transmittal signed by the individual authorized to negotiate for and contractually bind the company. The transmittal letter shall state that the offer is effective for (a) at least ninety (90) calendar days from the opening date of the proposals, (b) a contract is executed, or (c) this bid is cancelled, whichever of (a), (b), or

(c) occurs first. The transmittal letter also must acknowledge any and all addendums filed under this Request for Proposals (RFP).

4. Proposals must have a table of contents to easily identify where the requested information can be found.

5. Include a profile of the bidder and list of key personnel who will be responsible for providing services to the Town under this contract. The information shall include: complete legal name of the Bidder, principal place of business, number of years in business, and description of company organization including identification of number of staff dedicated to the fitness program.

6. Project Narrative including your approach to objectives, specific elements, and tasks associated with services, delineating how the Bidder will be operational to provide the services as requested in the Scope of Work, including

a. Proposed staffing plan for the Fitness Room including total days that the Fitness Center will be available to its members and the total hours that the Fitness Center will be open, displayed by month;

b. A list of staff members along with their credentials and experience;

c. A list of previous clients for whom the bidder has conducted similar (senior fitness) projects along with their contact information to be used as a reference check; and

d. A proposed fitness class schedule with brief descriptions of the training offered.

Please note that the bidder must submit a proposed staffing plan and a proposed fitness class schedule for each of the three (3) years requested.

7. Bidder should acknowledge all addenda related to this RFP, if any. Failure to receive or acknowledge any addenda does not relieve the bidder of any changes, conditions, quantities, methods, requirements that may result by the issuance of the addenda. Bidders

20 | P a g e are encouraged to check the Town’s website www.needhamma.gov/bids.aspx for addenda before submitting your bid to the Town.

8. Bidder must submit a completed Bidder Information Response form with the contact information and questions answered.

9. Bidder must submit a completed Bid Price Proposal or an exact copy in a separate sealed envelope, signed by an individual authorized to negotiate for and contractually bind the Bidder. All prices must be reflective of all costs for delivery. No price adjustments will be allowed.

10. Bidder MUST provide a minimum of five (5) references. For each, provide the following:

a contact person and title, customer’s name, address, telephone number, email, and a brief description of the actual services provided (sample format included in bid package). Do not use the names of relatives or Town Employees as references. Do not use any previous Town contracts as a source of project reference information. You may use previous Town contracts as a record of your experience only. The Town has provided a Professional References Form (attached) that the bidder may use but is not required to use this form;

however, the Bidder is required to provide in whatever format at least the requested information that is stated on the Professional Reference Form. If any of the requested information is not available, the bidder is to disclose this fact and why.

11. A signed Certificate of Good Faith;

12. A completed Certificate of Compliance with Massachusetts Tax Laws or Certificate of

Good Standing issued by the Massachusetts Department of Revenue;

13. A completed Certificate of Authority (attached) or Corporate Resolution; if applicable;

14. Bids must be received and time stamped no later than the deadline stated in the Procurement in Brief (Where and When Bids are Due). LATE PROPOSALS WILL NOT BE

CONSIDERED.

15. A Bid Bond is not required.

16. Delivery will be at the expense of the Bidder. Any and all damages that may occur due to packaging or shipping will be the sole responsibility of the Bidder.

interests of the Town and to waive minor informalities.

Inclusion of any “price” in any section of the Technical Proposal or any copy thereof shall be cause for rejection of the entire bid.

B. Price Proposal Submission Requirements

The Price Proposal shall contain one (1) original sealed price proposal signed by an individual authorized to bind the Bidder to the contract. The sealed envelope must be clearly marked “Senior Fitness and Exercise Program 20HEA100G – PRICE PROPOSAL”. The price must remain valid for ninety (90) calendar days. This form can NOT be included with the Technical

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Proposal by State law and if it is included with the Technical Proposal the bid submission is automatically considered non-responsive.

All Bidders are expected to complete and include in the Price Proposal envelope the following:

1. A completed Bid Price Proposal Form (form attached) or an exact copy, signed by the individual authorized to negotiate for and contractually bind the Bidder. Failure to fully complete the form, provide the requested information, or make any alterations will be deemed a conditional bid and the proposal will be rejected.

2. Bidder shall submit the price proposal on the bid forms supplied within these specifications.

The Bidder shall specify the unit prices as requested for each bid item. All proposals shall be signed correctly with ink; in order to qualify, the Bidder must provide bids for each required item within a section.

C. Other Requirements and Notices

1. Failure to complete any form, provide the requested information, or make any alterations to forms that are required to be submitted as presented may be deemed a conditional bid and the bid will be rejected.

2. Bidder should acknowledge all addendums related to this bid, if any. Failure to acknowledge addenda does not in itself disqualify a bidder; however the bidder shall be subject to any terms, conditions, and/or requirements that may be identified or result from the issuance of the addenda.

3. The Bidder must be prepared to sign the Town’s contract, the Town will NOT sign a contract provided by the bidder. The Town’s Standard Contract is available online and included in this bid information package. Bidders are expected to review the specimen contract.

Unless otherwise noted by the Town, the terms and conditions contained therein are NOT negotiable.

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D. How and Where to Send Proposals

Bidders are required to submit: one (1) original hard copy and one (1) electronic copy in PDF format on a thumb drive and in a separately sealed envelope, one (1) original “Price Proposal”. Bids are to be submitted and addressed as follows:

Technical Proposal Price Proposal

Mailing Address

Kate Fitzpatrick, Town Manager Office of the Town Manager – 1st Floor

Town Hall 1471 Highland Avenue Needham, MA 02492

Please note the envelopes (packages) may be sent in a single envelope (package, box, carton, etc.) provided that the separate envelopes are individually sealed and clearly marked as noted.

Proposal Identification on the Outside of the Sealed Envelope

Town of Needham Senior Fitness and Exercise

Program– 20HEA100G

TECHNICAL PROPOSAL

Town of Needham Senior Fitness and Exercise

Program– 20HEA100G

PRICE PROPOSAL

Bids Due Bids must be received and time stamped no later than the deadline stated in the Procurement Schedule (Where and When Bids are Due). LATE PROPOSALS WILL NOT BE ACCEPTED.

Delivery will be at the expense of the Bidder. Any and all damages that may occur due to packaging or shipping will be the sole responsibility of the Bidder.

interest of the Town and to waive minor informalities

End of Section 4

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PART 5 – CHECKLIST AND FORMS FOR SUBMISSION

Checklist

Company Name: ___________________________________________________________

Bidder has completed and returned the Acknowledgement of Receipt form (via fax or email).

Bidder has completed, signed, and enclosed the Bidder Information Response.

Bidder has completed, signed, and enclosed the Certificate of Good Faith.

Bidder has completed, signed, and enclosed the Certificate of Compliance with Massachusetts Tax Laws.

Bidder has provided at least five (5) references.

Bidder has completed, signed, and enclosed the Bid Price Proposal or an exact copy in a separate sealed envelope from the Technical Proposal. Inclusion of any price information in the Technical Proposal or any copy thereof shall be cause for rejection of the entire bid.

If the bid submission is signed by someone other than the Owner/President of the company, a completed Certificate of Authority or Corporate Resolution for the person who signed the proposal stating the individual has the authority to submit the proposal on behalf of the Company and can bind the Company to the contract if awarded.

Bidder has provided an electronic copy of the proposal in PDF format on a thumb drive.

Bidder acknowledged all addenda, if any Addendum Number 1 dated ____________________ Addendum Number 2 dated ____________________ Addendum Number 3 dated ____________________ Addendum Number 4 dated ____________________ Addendum Number 5 dated ____________________

THIS FORM MUST BE FILED WITH BID SUBMISSION

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Bidder Information Response

20HEA100G

Legal Name of the Bidder: ____________________________________________________

Company Name: ___________________________________________________________

Company Address: __________________________________________________________

City State Zip: _____________________________________________________________

Company Web Address: ______________________________________________________

Company Telephone: _____________________ Company Fax number: _______________

State of Incorporation (Date):_________________________________________________

If the bidder is a partnership, give full names and addresses of all partners; and if an individual, give residential address if different from business address.

Company Contacts - Required

Individual Submitting the Bid:

Name: _____________________________________________ Title: _________________

Mailing Address___________________________________________________________

Telephone: _____________________________ Fax number: _______________________

Email Address: _____________________________________________________________

Individual to be contacted about the Bid:

Name: _____________________________________________ Title: _________________

Mailing Address___________________________________________________________

Telephone: _____________________________ Fax number: _______________________

Email Address: _____________________________________________________________

Best Times to Contact: ______________________________________________________

It is the Bidder’s responsibility to monitor the email address for the Bidder’s contact person, provided in the Submission. The TOWN may need to contact the Bidder’s contact person with clarification requests or for other reasons. The Town assumes no responsibility if a Bidder’s designated email address is not current, or if technical problems, including those with the Bidder’s computer, network, or internet service provider (ISP), cause e-mail communications between the Bidder and the Town to be lost or rejected by any means including email or spam filtering.

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Individual Authorized to Contractually Bind the Company (This will be the individual whose name and title will appear in the contract and will execute the contract if the contract is awarded to the company):

Name:…