RFQu HV-96269-110923 Substitute Teachers and Temporary Staffing FINAL.pdf

RFQu # HV-96269-110923

REQUEST FOR QUALIFICATIONS

FOR

SUBSTITUTE TEACHERS AND TEMPORARY STAFFING

SERVICES

RFP # HV-96269-110923

BID SUMMARY

Commodity/Service Being Requested: Substitute Teachers and Temporary Staffing Services

Type of Solicitation: Request for Qualifications (RFQu) - Huron Valley Schools, in partnership with the Michigan Association of Counties (MAC) bid program, is implementing a Substitute Teachers and Temporary Staffing Services procurement program statewide in Michigan. School districts and counties across the state have been requesting a contract vehicle be put in place that makes Substitute Teachers and Temporary Staffing Services affordable and easy to order.

Through this process, it is the goal of Huron Valley Schools to competitively pre-qualify and establish a list of contractors that will provide Substitute Teachers and Temporary Staffing Services for the next three to five years. The resulting contract(s) will enable public municipalities, non-profit organizations, and school districts to “piggyback” and purchase on an as-needed basis from the awarded pool of contractors. The list of entities that will be using this bid will continue to grow statewide. Please be sure in your proposal to list the areas of the state where you provide services (See Appendix A – Regional Services Map).

Huron Valley Schools as part of this process is requesting pricing to procure Substitute Teachers and Temporary Staffing Services.

Type of Resulting Contract: Statewide Cooperative Contract - As a result of this RFQu, Huron Valley Schools will work with the Michigan Association of Counties to market and extend the resulting contract(s) to other government municipalities and school districts statewide. The vendor or vendors will be competitively selected as having been qualified as defined within the qualification section of this RFQu.

Resulting Contract Term: Three (3) years with two (2) one-year renewal options.

TIMETABLE

Release of RFQu: November 21, 2023

Pre-Bid Meeting at (2:00 PM Eastern Time)**: December 5, 2023

Bidder Questions Due by (3:00 PM Eastern Time): December 8, 2023

Answers to Questions Posted: December 15, 2023

Proposals Due by (3:00 PM Eastern Time)*: January 9, 2024

Oral Presentations TBD

Master Agreement Award Date: March 2024

*Responses received later than the specified deadline will be disqualified.

**Pre-Bid Meeting is strongly encouraged, though it is not mandatory to attend. The Pre-Bid Meeting will be held virtually via Zoom on December 5, 2023, at 2:00 PM Eastern Time. Meeting link and ID are provided below:

Pre-Bid Zoom Meeting:

Topic: Pre-Bid Meeting: Substitute Teachers and Temporary Staffing Services Time: Dec 5, 2023 02:00 PM Eastern Time (US and Canada)

Join Zoom Meeting https://waynecounty.zoom.us/j/83724998478?pwd=vYEIBBhzkjjANsch0quVhea4QPV1wB.1

Meeting ID: 837 2499 8478 Passcode: 898987

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Find your local number: https://waynecounty.zoom.us/u/kctGYiacSu

Contacts with Huron Valley Schools Personnel: All contact with Huron Valley Schools regarding this RFQu or any matter relating thereto must be sent to the following email: shaw@macservcorp.com https://waynecounty.zoom.us/j/83724998478?pwd=vYEIBBhzkjjANsch0quVhea4QPV1wB.1 mailto:shaw@macservcorp.com

Contents

SECTION 1.0 – BIDDER RESPONSES TO SCOPE OF WORK AND PRICING

1.1 Minimum Mandatory Requirements

1.2 Scope of Work and Requirements

1.3 Product Specifications………………..…………………………………………………………………………9

1.4 Service Specifications

1.5 Service Capabilities

1.6 Customer Serivce

1.7 Purchase Orders

1.8 Delivery and Acceptance

1.9 Management and Staff………………………………………………………………………………………

1.10 Orders/Delivery Reporting/Customer Service….. …………………………………………………………...15

1.11 Pricing Schedule

1.12 Price Assurance

SECTION 2.0 – BIDDER INFORMATION AND ACCEPTANCE

2.1 Company Profile

2.2 References

2.3 Assurances and Certifications……………………………………………………………………….………..22

2.4 Disclosure Statement - Familial Relationship…………………..………………………….…….………….24

SECTION 3.0 – BIDDING, EVALUATION, SELECTION & AWARD PROCESS

3.1 Huron Valley Schools Responsibility

3.2 Truth and Accuracy of Representations

3.3 Proposers Questions

3.4 Preparation of the Proposal

3.5 Bid Submission Deadline

3.6 Adherence to Mandatory Requirements (Pass/Fail)

3.7 Evaluation Process

3.8 Evaluation Criteria

3.9 Optional Tools to Enhance Evaluation Process

3.10 Huron Valley Schools Option to Reject Proposals

3.11 Freedom of Information Act

3.12 Contacts with Huron Valley Schools Personnel

3.13 Final Agreement Award Determination

APPENDIX A – Regional Services Map

ATTACHMENT A – General Information……………………………………………………………………………….….33 ATTACHMENT B – Pricing

Solicitation Terms and Conditions – HVS/MAC Master Agreement Template: Business Office | (hvs.org) https://www.hvs.org/page/business-office

SECTION 1.0 – BIDDER RESPONSES TO SCOPE OF WORK AND PRICING

1.1 Minimum Mandatory Requirements

All Bids will be reviewed for compliance with the mandatory requirements. Bids deemed non-responsive will be eliminated from further consideration.

1. Proposer must have three (3) years’ experience, within the last five (5) years, providing Substitute

Teachers and Temporary Staffing Services equivalent or similar to that being requested by Huron Valley Schools as described herein. Please enter this information in Section 2.2 References.

2. Provide pricing to Huron Valley Schools/MAC for Substitute Teachers and Temporary Staffing Services. Please provide pricing in Attachment B - Pricing

1.2 Scope of Work and Requirements

1.2.1 Introduction

Huron Valley Schools is an educational institution dedicated to providing quality education. To maintain educational standards, it is essential to have a pool of qualified substitute teachers and temporary staff who can seamlessly integrate into our school system when regular staff members are unavailable. The duration of each assignment will vary as well as the vacancy of the position.

Huron Valley Schools invites qualified and experienced staffing agencies to submit proposals for providing substitute teachers and temporary staffing services on an as-needed basis. The awarded vendor(s) must provide competitive pricing and quality services for local educational agencies and public-school academies through a consortium agreement. The purpose of this RFQu is to ensure seamless continuity of education and support during absences and staffing gaps.

1.2.2 Scope of Work

The awarded Contractor(s) must provide substitute teachers and temporary staffing services on an as-needed basis. Needs will be determined by the requesting educational agencies and public-school academies and will be communicated to the Contractor. The primary staffing service usage will be for substitute teachers; however, there is an interest in a wide variety of other temporary staffing services that may include, but not be limited to such positions as listed below:

Paraprofessionals, Clerical Staff, Staffing in Food Services

Kitchen Staff Lunch Aides Other

Janitorial Services, General Maintenance & Labor Services, Transportation Services, Coaching, Recreation and Education (Lifeguards), Recess Aides, Childcare Aides

Districts may have employees who report absences to the automated system but will not require a substitute. Some districts may be interested in subcontracting for longer term specialized assignments, such as coaching and other positions, and districts would welcome information regarding Contracting Agency’s interest and ability to provide that service.

Please enter your responses in the “Proposer Response” text boxes provided. There is no requirement or limitation on the number of words for your responses.

1.2.2 Proposer Response:

1.2.3 Requirements

A. General Requirements

Any forms proposed to include as part of any agreement resulting from this request between the Contracting Agency and the districts must be submitted as part of the bid. Any forms and contracts not submitted as part of the bid and subsequently presented for inclusion may be rejected by the districts. The requirement includes, but is not limited to, the following types of documents: contracts, licensing agreements, maintenance contracts, and system support agreements.

The Contracting Agency reserves the right to remove substitute teachers or temporary staff at any time for any reason.

The Contracting Agency also reserves the right to hire substitute teachers or temporary staff without penalty to the Contracting Agency, the substitute teachers or temporary staff at any time during the term of the Contract and after.

1.2.3 A. Proposer Response:

B. Contractor Requirements

The Contractor must:

Have sufficient staffing to provide all client Districts a high substitute teacher fill rate.

Recruit and provide highly qualified, certified substitute teachers and temporary staff.

Provide quality and timely customer service to the Contracting Agency staff by quickly returning calls/emails when contacted and maintaining organized paperwork and files.

Be responsible for the supervision and direction of work performed by its employees.

Ensure that substitutes and temporary staff are appropriately qualified, certified, and experienced for their assignments.

o Ensure that teacher and paraprofessional substitutes are adequately trained and prepared for the classroom, including training on legal issues as well as classroom management.

o Ensure that substitute employees have appropriate permits/certifications, reference checking etc. prior to placement in school/district positions.

Ensure that substitutes and temporary staff observe the hours, rules, and policies of the Districts while working on District premises.

Ensure that substitutes and temporary staff shall refrain from smoking or use of tobacco products in any District facility, property, or vehicle. Any person wishing to use tobacco products must leave District property or vehicle to do so. It is illegal to smoke on any school premises in Michigan.

Ensure that substitutes and temporary staff represent themselves professionally while on District property, including refraining from the use of vulgarities.

Ensure that substitutes and temporary staff wear proper attire for assignments. The minimum standard of appropriate dress for all District assignments includes full‐length pants, or jeans if allowable by the individual district, and appropriate shirts. Clothing shall have no vulgarities or sexually suggestive graphics or alcohol or tobacco advertising.

Ensure that substitutes and temporary staff interact with District students and staff in the same manner the District expects its employees in a similar role would interact.

Ensure that substitutes and temporary staff always have appropriate identification.

Ensure that substitutes and temporary staff at no time be deemed an employee of the

District.

Ensure that substitutes and temporary staff confine their activities to the work site and area(s) designated for their use.

Be responsible for informing staff that no overtime, travel and/or holiday pay will occur without prior authorization from the educational agency/public-school academy’s Project Manager or designee.

Perform any drug tests or background screenings necessary for position fulfillment as required.

o Huron Valley Schools requires fingerprinting for background checks and are required to house the fingerprints within the HR department.

Provide any ADA equipment needed, if applicable.

1.2.3 B. Proposer Response:

C. Procedure

When requesting services, the Contracting Agency will provide the following information:

Specific Job Type/Title

Responsibilities & Duties Worksite Location & Hours Estimated Length of Assignment, if known Skills Needed – and any other information pertaining to the selection of staff (if temporary staffing)

After request is received, the Contractor must work with the Contracting Agency to:

Review resume of proposed staff Schedule interviews Perform reference checks Perform any additional drug tests or background screenings necessary for position fulfillment.

Once a substitute teacher or temporary staff is selected, an “arrival phone call” to the Contracting Agency may be required on the 1st day.

1.2.3 C. Proposer Response:

D. Service Level Agreements (SLA’s)

Service Level Agreements for this Contract will be as follows:

(1) The Contractor must respond to the Contracting Agencies for service(s) within three (3) business days of a request. If the Contractor fails to respond to the request or fails to provide the service(s) requested, the Contracting Agency reserves the right to request services from an alternate source.

A $100.00 credit will be applied per occurrence, that the Contractor fails to respond within three (3) business days, credits will be applied to the requesting Contracting Agency’s next invoice balance.

(2) Unsatisfactory Performance Removal and Replacement – If an employee is identified as being unsatisfactory and the Contracting Agency reports it to the Contractor, the employee(s) must be removed from their assignment within twelve (12) hours of notice, unless otherwise specified, from their services with the Contracting Agency.

A $100.00 credit will be applied per occurrence, that the Contractor fails to remove employee(s) within twelve (12) hours of performance removal notice. A $100.00 credit will applied for each twelve (12) hour window thereafter.

If deemed necessary by the Contracting Agency, the Contractor must replace the unsatisfactory employee within two (2) business days after the unsatisfactory performance removal notice.

Please Note: A record must be kept by the Contractor for each substitute teacher and temporary staff who is relieved from service due to unsatisfactory performance. The Contractor may not send resumes for nor place a substitute teacher or temporary staff who has had two (2) valid unsatisfactory performance complaints filed against them. Record(s) for unsatisfactory service must be provided to the Contracting Agency within five (5) business days, if applicable, upon request, and as defined in the Unsatisfactory Performance Report Section 1.8.2 A.

1.2.3 D. Proposer Response:

1.3 Product Specifications

1.3.1 Reservation of Rights

Huron Valley Schools will evaluate the merits of all bids submitted and reserves the right, in its sole and absolute discretion, to accept or reject, in whole or in part, any or all bids or portions of bids with or without cause. Huron Valley Schools further reserves the right to waive any irregularity or informality in the RFQu process or any bid, and the right to award to one or multiple vendors.

Huron Valley Schools reserves the right to add or delete services from the bid, extend agreements, or change vendors, in order to best serve the eligible agencies. These changes will follow approved bidding laws. Huron Valley Schools may use the product or service cost, or the sum of groups of products and/or services, may group similar products, and/or total cost of ownership, to evaluate prices and award bids. Huron Valley Schools reserves the right to request additional information from any or all Proposers. Huron Valley Schools also reserves the right to select one or more vendors to award a contract to under this RFQu. In the event a bid is accepted by Huron Valley Schools and the vendor asserts exceptions, special considerations or conditions after acceptance, Huron Valley Schools, in its sole and absolute discretion, reserves the right to reject the bid and award other Proposer(s).

Please confirm your understanding by checking Yes or No.

☐ Yes ☐ No

1.3.2 Competition Promoted

N/A

1.4 Service Specifications

All services furnished must be in conformity with the participating agency requirements and specifications and will be subject to acceptance by the individual customers at delivery. The right is reserved to reject the service at the risk and expense of the vendor.

1.4.1 Contractor Code of Conduct

The purpose of the Huron Valley Schools and its employees is to provide a safe, positive learning environment for the students of the District. In providing that environment it is mandatory that all employees, visitors, and contractors follow certain levels of conduct, dress, and demeanor. This Code of Conduct outlines the expectations of the Huron Valley Schools for persons both contemplating performing work and performing work for Huron Valley Schools in the capacity of a contractor or subcontractor. These rules will become part of the mandatory working conditions of the contract and failure to comply by any contractor, subcontractor, management, employee, or contracted consultant may result in the cancellation of the contract.

In general, it is expected that everyone entering a Huron Valley Schools facility, whether a school, support facility, or the surrounding grounds, must dress, act, and talk in a manner that is conducive to the education process of children while assuring their overall safety and security.

The following rules have been established to assure that this is done:

Every contractor employee that enters or leaves the building must sign in and out at either the school office or the building engineer’s office as designated by the school administrator. This sign-in sheet must record the name, time in and out, the firm, and the signature of the individual.

All contractors shall be furnished by their company a badge or identification that is to be worn while in the building. Such identification shall clearly indicate the individual’s name and the name of the firm they are working for.

Prior to the beginning of a job, the contractor shall furnish the building engineer with a list of individuals expected to be on the job, contact persons with phone numbers, and a schedule of the activities to take place.

The contractor shall provide the building engineer with a scope of work and check with him prior to drilling or penetrating any walls, floors, or ceilings.

Each person working in a school building or on school property shall comply with the following:

No drinking or possession of liquor or alcoholic beverages and or possession of any kind of illicit drugs or narcotics.

No use of District facilities or equipment including telephone, computers, internet access, fax, kitchen, maintenance, or office equipment.

No smoking or use of any tobacco products anywhere within the building at any time nor outside the school on District property during normal school hours (This is a law and punishable as a civil infraction by local authorities).

A reasonable standard of dress must be followed. Within the educational facilities where students and parents are or can be present, this is to mean clothing or attire must be suitable for the work and must not bear images or writing depicting anything to be construed as obscene in nature or promoting or portraying alcoholic beverages or use, drugs, narcotics, tobacco, or establishments that serve or promote the use of these substances.

There shall be no use of profanity or obscene language or gestures. Language, gestures, or other actions that depict sexual or ethnic harassment or intimidation will not be permitted.

The contractor is responsible for a clean and safe workplace. To that end the following will be adhered to:

All work areas, walkways, and stairs must be kept clear of debris and loosely scattered materials.

Material storage is to be in an area designated by the Building Engineer.

All work areas are to be cleaned by the contractor prior to leaving. Building staff will not be responsible for cleaning work areas.

All trash, debris, and material must be removed from the worksite each day and disposed of off-site. District dumpsters and trash containers are not to be used by contractors for disposal.

All contractor tools and equipment must be kept in good working order, with guards and safety devices in place and working. Defective tools must be taken out of service. District tools and equipment will not be loaned to contractors.

Contractors are to provide and use required protective safety equipment and comply with all local, state, and federal safety laws and regulations.

Contractors are responsible for the reporting of accidents both to the District and their management and to obtain any emergency treatment that may be required.

Upon leaving a jobsite all doors and windows must be locked, secured, or left as they were found prior to beginning the work.

Contractors are to provide their own site safety plan for areas that they are working in.

Contractors are reminded that there may be asbestos insulation in our buildings. They are not to disturb any insulation or enter any areas that contain asbestos containing building materials. If they have any questions, contact the building engineer for direction.

Contractor is not to disable or interfere with any fire or burglary system equipment or telephone lines servicing such equipment. If equipment needs to be removed, relocated, or temporarily disabled, the contractor needs to coordinate this with the building engineer.

The District will not tolerate acts of theft, vandalism, fighting, or abuse of the facilities or activities that threaten the security and safety of the school environment and its students, staff, and employees.

In summary, good judgment must be used to protect the learning environment. Failure to comply with the above or to exhibit conduct which is deemed not in the best interest of the Huron Valley Schools will be grounds for immediate removal from the building and the project.

1.5 Service Capabilities

1.5.1 Communication Plan/Contract Management

Proposers shall identify their company standards of communication as they relate to contract performance, issue management, and change management. An issue is an identified event that, if not addressed, may affect schedule, scope, service, delivery, quality, or budget. A change is identified as a change in corporate leadership, structure, merger, or acquisition.

1.5.1 Proposer Response:

1.5.2 Primary Account Representative

Proposers must identify by name and location the primary account representatives and key contacts who will be responsible for the performance of a resulting contract, as well as contact persons for reports and bid documents. Include names, titles, address, phone number, and email addresses.

1.5.2 Proposer Response:

Name Position/Title Address, Phone#, Email

1.6 Customer Service

It is preferred that the Vendor have an accessible customer service department with an individual specifically assigned to Huron Valley Schools. Customer inquiries should be responded to within 48 hours or two (2) business days unless it is an emergency issue. Describe your company’s Customer Service Department (hours of operation, number and location of service centers, regular and emergency response times, etc.)

1.6 Proposer Response:

1.7 Purchase Orders

Requests for quotes will be initiated by participating entities as specific needs arise. Participating entities will issue individual detailed specifications to the pre-qualified vendor pool along with specific response information required, deliverables, and any special terms and conditions. The vendors will respond directly to the requesting agency within the timeframe specified in the request for quote. The participating entity will evaluate the responses and determine the vendor that will be awarded a purchase order (PO). Resulting orders are to be delivered and billed directly to these institutions.

1.8 Delivery and Acceptance

The Proposer will be required to quote prices for all known costs for the requested products and services.

Proposer should address the following items and costs in their proposal and other item/costs that they are aware of that may not have been requested in this bid.

Time frames for delivery of service.

Please give a description and the costs associated with the service models you recommend.

What is your Ordering procedure and/or process?

Policies and procedures for an organization accepting a delivery of service.

1.8 Proposer Response:

1.8.1 Delivery Time Frames

If there are services or regions of the state that might require a longer timeframe to fulfill, please denote in your response.

1.8.1 Proposer Response:

1.8.2 Reporting Capabilities

Contractors are required to submit quarterly reports and other reporting documents, as it pertains to this contract.

A. Unsatisfactory Performance Report The Contractor must maintain a record of all Unsatisfactory Performance complaints received, including any investigations filed against a Substitute Teacher or Temporary Staff by the Contracting Agency. Reports may include, but are not limited to, the following information:

Employee Name Work Location and Contracting Agency Job Title/Classification and Summary of Duties Duration of Employment o Start Date o Initial End Date o Date of Termination

Summary of Unsatisfactory Performance o Sighting specific instances (i.e., violation or protocol, procedures, rules/regulations, etc.)

Summary of Correction Action taken by the Contracting Agency Supervisor

Report information will be provided to the Contractor by the Contracting Agency’s applicable Program Manager(s), and Site Supervisor(s). The Contractor must provide a standardized template to document Unsatisfactory Performance, upon request.

1.8.2 A. Proposer Response:

1.8.3 Payment Errors

The receiving entities have been instructed to process payment documents promptly. Payment documents, however, will be delayed if the products/services fail to comply with specification requirements.

If “NO” was answered on any items in Section 1 above, please explain:

1.9 Management and Staff

Proposer should address the following items in their proposal:

Project Management of the contract;

Staff and responsibilities;

Process and procedures to keep safe and secure facilities;

Please describe your company’s background check process.

1.9 Proposer Response:

1.10 Orders/Delivery Reporting/Customer Service

1. Generally Purchase Orders will be initiated by participating agencies as specific needs arise. Participating agencies will issue individual detailed specifications with specific response information required, deliverables, and any special terms and conditions. The contractor will respond directly to the requesting agency within the timeframe specified by the participating agency.

2. Ordering Process Capabilities Proposers shall identify their ordering/customer service capabilities. This includes having the capacity to receive orders electronically, by phone, facsimile, and by written order. A state-wide toll-free phone number for phone orders will be required. The Vendor agrees to have internal controls to ensure that authorized individuals place orders.

1.10 Proposer Response:

1.11 Pricing Schedule

1. Price Guarantee Price Stability Guarantee For the entire term of the Agreement, the vendor must guarantee to provide the services at the proposed rates outlined in Attachment B – Pricing.

2. Bid Pricing Bid pricing must reflect Net 30 payment terms.

3. Quantity Term Vendor agrees to supply the services that each customer requires.

4. Rebates and Special Promotional Capabilities N/A

5. Tax Excluded from Price

(a) Sales Tax: Huron Valley and local units of government are exempt from sales tax for direct purchases. The Proposer's prices must not include sales tax.

(b) Federal Excise Tax: Huron Valley and local units of government may be exempt from Federal Excise Tax, or the taxes may be reimbursable, if articles purchased under any resulting Contract are used for Huron Valley Schools exclusive use. Certificates showing exclusive use for the purposes of substantiating a tax-free, or tax-reimbursable sale will be sent upon request. If a sale is tax exempt or tax reimbursable under the Internal Revenue Code, the Proposer's prices must not include the Federal Excise Tax.

1.11 Proposer Response:

Please provide pricing information in Attachment B – Pricing. Please provide any additional comments regarding pricing, promotions and discounts being offered, and information on other cooperative contracts held by respondent in the response box below.

1.12 Price Assurance

The awarded vendor agrees to provide pricing to Huron Valley Schools and its participating entities ensuring the lowest pricing available. If awarded vendor has existing cooperative contracts in place, Huron Valley Schools requests equal or better than pricing to be submitted.

All pricing submitted to Huron Valley Schools shall include 2.0% administrative/remittance fee to be remitted to MAC by the awarded vendor. It is the awarded vendor’s responsibility to keep all product listings and sales reports up to date and on file with Huron Valley Schools/MAC.

SECTION 2.0 – BIDDER INFORMATION AND ACCEPTANCE

1. The undersigned declares that the bid documents, including, without limitation, any RFQu Addenda and Exhibits have been read.

2. The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the Specifications, Terms & Conditions of the bid documents of RFQu # HV- 96269-110923 Substitute Teachers and Temporary Staffing Services.

3. The undersigned has reviewed the bid documents and fully understands the requirements in this bid and that each bidder who is awarded a contract shall be, in fact, a prime contractor, not a subcontractor, and agrees that its bid, if accepted by Huron Valley Schools, will be the basis for the Bidder to enter into a contract with Huron Valley Schools in accordance with the intent of the bid documents.

4. The undersigned acknowledges receipt and acceptance of all addenda.

5. The undersigned agrees to the following terms, conditions, certifications, and requirements listed in all Sections of this RFP:

Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Certification Regarding Nondiscrimination Under Federally and State Assisted Programs Assurance Regarding Access to Records and Financial Statements Iran Economic Sanctions Act Familial Relationship Disclosure Non-Collusion Affidavit Price Assurance Certification

6. The selected Contractor(s) will be required to sign a Confidentiality Agreement to protect the data supplied by the schools and agencies. The selected Contractor(s) will adhere to all provisions of the Federal Family Educational Rights and Privacy Act (FERPA, 20 U.S.C. 123g), Michigan Education Code, and District policies regarding the protection and confidentiality of data. At all times, the Contractor(s) will consider all data collected in the course of their duties to be protected and confidential. The Contractor(s) needs to explain how it will clean the hard drives in the copier machines at lease end or changes in copier machines to ensure removal and protection of data.

7. The undersigned acknowledges that bidder will be in good standing in the State of Michigan, with all the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFQu and associated bid documents.

8. It is the responsibility of each bidder to be familiar with all of the specifications, terms and conditions and, if applicable, the site condition. By the submission of a bid, the bidder certifies that if awarded a contract they will make no claim against Huron Valley Schools based upon ignorance of conditions or misunderstanding of the specifications.

9. Patent indemnity: Vendors who do business with the Huron Valley Schools shall hold Huron Valley Schools, its officers, agents, and employees, harmless from liability of a nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order.

10. Insurance certificates are not required at the time of submission. However, if awarded, the Contractor agrees to meet the minimum insurance requirements posted in the terms and conditions. This documentation must be provided to Huron Valley Schools, prior to award, and shall include an insurance certificate and additional insured certificate, naming Huron Valley Schools, which meets the minimum insurance requirements, as stated in the terms and conditions.

11. Bidders are requested to submit a bid on any category(s) that they are able to supply as specified.

Substitutions will not be considered. If the documents note “or acceptable equal” all manufacturers will be considered. Products for consideration must comply with bid category “general notes” and identify discrepancies where product does not meet or exceed the specified (basis of design) product for design, finish, and quality.

12. Should a Bidder find discrepancies in, or omissions from the specifications, details, instructions and bid proposal form, or should the bidder be in doubt as to the meaning, the bidder should notify, the bid contact who will send written instructions to all appropriate Bidders. The Owner shall not be responsible for any oral instructions.

13. It is the Bidder's responsibility to note any detail or specification that, in his opinion, is not practical or functional.

14. Interpretations and supplemental instructions will be issued by Addenda. No Bidder shall rely on any interpretations or corrections given by any other method. Interpretations, corrections, or changes of the Bidding Documents made in any other manner will not be binding.

15. Copies of addenda will be made available for inspection wherever Bidding Documents are posted.

16. Addenda will not be issued later than three (3) days, (72 hrs.) prior to the date of receipt of bids (excluding weekends and holidays), except an addendum withdrawing the request for bids or postponing the bid date.

17. Failure of Bidder to receive such addenda shall not relieve him from any obligation under his bid as submitted.

18. Failure to comply with instructions stated in this section may result in rejection of bid.

19. After a contract agreement has been executed, the Bidder shall not be allowed any sum over and above the price(s) specified in the contract agreement.

20. Huron Valley Schools requires all Contractor owners, employees, agents, representatives, subcontractors, and/or other personnel who will be present on School grounds to submit to a criminal history background check. This background check will include a requirement for each contractor owner, employee, agent, representative, subcontractor, and/or other personnel to be screened before he/she enters School grounds. A valid State ID card or Driver’s License is required to complete the background check. Once screened, the District will provide approved personnel with a Contractor Badge with a unique number.

Solicitation Terms and Conditions – HVS/MAC Master Agreement Template: Business Office | (hvs.org) https://www.hvs.org/page/business-office

2.1 Company Profile

Official Name of Bidder:

Type of Entity/Organization (check one):

☐ Corporation

☐ Joint Venture

☐ Limited Liability Partnership

☐ Partnership

☐ Limited Liability Corporation

☐ Non-Profit / Church

☐ Other:

Street Address:

City:

State:

Zip Code:

Website:

Primary Contact Name:

Primary Contact Phone Number

Primary Contact Email Address:

Dunn & Bradstreet (D&B) Number (if applicable):

Has your company been debarred by the Federal Government? ☐ Yes ☐ No If yes, has it been lifted and if so, when?

Has your company been debarred by State Governments? ☐ Yes ☐ No If yes, has it been lifted and if so, when?

Brief history of your company, including the year it was established:

Signature:

Name and Title of Signer:

Date:

Please include a current copy of a W-9 with your proposal.

2.2 References

Provide a minimum of three (3) customer references for product and/or services of similar scope dating within the past 5 years.

Entity Name:

Contact Name:

Title:

Phone Number:

Years Serviced:

Description of Services:

Annual Volume:

2.3 Assurances and Certifications

Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion The prospective contractor certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded for from participating in this transaction by any Federal department of agency. Where the prospective contractor is unable to certify to any of the statements in this certification, such prospective contractor shall attach an explanation to this proposal.

Certification Regarding Nondiscrimination Under Federally and State Assisted Programs The applicant herby agrees that it will comply with all federal and Michigan laws and regulations prohibiting discrimination and, in accordance therewith, no person, on the basis of race, color, religion, national origin or ancestry, age, sex, marital status or handicap, shall be discriminated against, excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination in any program or activity for which it is responsible or for which it receives financial assistance from the U.S. Department of Education or the Michigan Department of Education (MDE).

Assurance Regarding Access to Records and Financial Statements The applicant hereby assures that it will provide the pass-through entity, i.e., the Huron Valley Schools, and auditors with access to the records and financial statements as necessary for the pass-through entity to comply with 2 CFR, Part 200, Subpart F, and Compliance Supplement for the U.S. Department of Education.

Iran Economic Sanctions Act The prospective contractor certifies that its organization, by submission of this proposal, is not an Iran Linked Business. Please refer to the “Iran Economic Sanction Act” Public Act 517 for clarifications or questions. Huron Valley Schools as a Michigan public entity is required to follow Public Act 517 of 2012.

Vendor Signature:

Notary

State of _____________________________________

County of ____________________________________

Sworn to and subscribed before me, a notary public in and for the above state and county, on this ________ day of ___________________________, 20 ______.

Notary Public _________________________________

My commission expires:

Price Assurance Certification

The awarded vendor agrees to provide pricing to Huron Valley Schools and HVS/MAC cooperative participating entities ensuring the lowest pricing available. The awarded vendor agrees to promptly lower the cost of any product/service purchased through Huron Valley Schools following a reduction in the manufacturer or publisher's direct cost. If respondent has existing cooperative contracts in place, Huron Valley Schools requests equal or better than pricing to be submitted.

All pricing submitted to Huron Valley Schools shall include 2.0% administrative/remittance fee to be remitted to MAC by the awarded vendor. It is the awarded vendor’s responsibility to keep all product listings and sales reports up to date and on file with Huron Valley Schools/MAC.

Vendor Firm Name:

Authorized Representative Signature:

Authorized Representative Name (printed):

2.4 DISCLOSURE STATEMENT – FAMILIAL RELATIONSHIP

Pursuant to MCL 380.1267, a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the Huron Valley Schools Board of Education or the Huron Valley Schools District Superintendent must be accompanied with the bid. Bids without this disclosure statement will not be accepted.

The members of the Huron Valley Schools Board of Education are listed on the following website:

https://www.hvs.org/page/board-of-education

Dr. Paul Salah is Huron Valley Schools’ Superintendent.

The Following are the familial relationships:

☐ There are none.

Vendor Signature:

Notary

State of _____________________________________

County of ____________________________________

Sworn to and subscribed before me, a notary public in and for the above state and county, on this ________ day of ___________________________, 20 ______.

Notary Public _________________________________

My commission expires:

https://www.hvs.org/page/board-of-education

NON-COLLUSION AFFIDAVIT

STATE OF MICHIGAN )

) ss:

[NAME OF COUNTY] )

The undersigned bidder or agent, being duly sworn on oath, says that he/she has not, nor has any other member, representative, or agent of the firm, company, corporation or partnership represented by him/her, entered into any combination, collusion or agreement with any person relative to the price to be bid by anyone at such letting nor to prevent any person from bidding nor to induce anyone to refrain from bidding, and that this bid is made without reference to any other bid and without any agreement, understanding or combination with any other person in reference to such bidding.

He/she further says that no person or persons, firms, or corporation has, have, or will receive directly or indirectly, any rebate, gift, fee, commission, or thing of value on account of such sale.

Bidder (Firm)

Signature of Bidder or Agent

Subscribed and sworn to before me this ______day of___________________, 20___.

My commission expires: _____________________

County of residence: ________________________

Notary Public Signature Seal

(Return this completed form with bid package)

SECTION 3.0 – BIDDING, EVALUATION, SELECTION & AWARD PROCESS

This section contains key project dates and activities as well as instructions to proposers on how to prepare and submit their proposal:

TIMETABLE

Release of RFQu: November 21, 2023

Pre-Bid Meeting** December 5, 2023

Bidder Questions Due by (3:00 PM/ EST): December 8, 2023

Answers to Questions Posted: December 15, 2023

Proposals Due by (3:00 PM/ EST) *: January 9, 2024

Oral Presentations TBD

Master Agreement Award Date: March 2024

*Responses received later than the specified deadline will be disqualified.

**Pre-Bid Meeting is strongly encouraged, though it is not mandatory to attend. The Pre-Bid Meeting will be held virtually via Zoom on December 5, 2023 at 2:00 p.m. Eastern Time.

3.1 Huron Valley Schools Responsibility

Huron Valley Schools is not responsible for representations made by any of its officers or employees prior to the execution of the Master Agreement unless such understanding or representation is included in the Master Agreement.

3.2 Truth and Accuracy of Representations

False, misleading, incomplete, or deceptively unresponsive statements in connection with a proposal shall be sufficient cause for rejection of the proposal. The evaluation and determination in this area shall be at Huron Valley Schools Administrator/Purchasing agent designee’s sole judgment and his/her judgment shall be final.

3.3 Proposers Questions

Proposers may submit written questions regarding this RFQu by e-mail to the address identified below. All questions must be received by 3:00 pm ET (Eastern Time) no later than Friday, December 8, 2023. All questions, without identifying the submitting company, will be compiled with the appropriate answers and issued as an addendum to the RFQu.

When submitting questions please specify the RFQu section and paragraph number and quote the language that prompted the question. This will ensure that the question can be quickly found in the RFQu. Huron Valley Schools reserves the right to group similar questions when providing answers. Questions should be addressed to:

Email address: shaw@macservcorp.com

Huron Valley Schools may modify the RFQu at any time during the bid process. All changes to the RFQu will be posted under the bid number and each posting officially revises the RFQu.

3.4 Preparation of the Proposal

Each Proposer must submit a complete proposal in response to this RFQu. The proposal must remain valid for at least 120 days from the due date for responses to this RFQu.

The Proposer will be responsible for completing and submitting the following sections of this RFQu:

Section 1.0 – Bid Responses to Scope of Work and Pricing - The Proposer’s proposal must include detailed responses to each of the outlined requirements in the text boxes provided.

There is no requirement or limitation on the number of words for these responses.

Section 2.0 – Bidder Information and Acceptance – The Proposer will be required to complete the information in this section and provide required signatures and notarization.

3.5 Bid Submission Deadline

The Deadline for receipt of Bids is: Tuesday, January 9, 2024, 3:00 PM ET (the "Due

Date"). Any bids received after this time will not be opened.

E-mail the bid, with the subject line as Substitute Teachers and Temporary Staffing Services Bid HV-96269-110923 to:

shaw@macservcorp.com

Due to COVID 19 our Bid Opening will be virtual. Below is the Zoom invite if you are interested in attending.

Topic: Bid Opening - Substitute Teachers and Temporary Staffing Services Time: Jan 9, 2024 03:10 PM Eastern Time (US and Canada)

Join Zoom Meeting https://waynecounty.zoom.us/j/87632573465?pwd=CB2LGWrjRBREN6LJjmsZBkgAiDWb1R.1

Meeting ID: 876 3257 3465 Passcode: 848865

One tap mobile

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https://waynecounty.zoom.us/j/87632573465?pwd=CB2LGWrjRBREN6LJjmsZBkgAiDWb1R.1

Dial by your location

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Meeting ID: 876 3257 3465 Passcode: 848865

3.6 Adherence to Mandatory Requirements (Pass/Fail)

Huron Valley Schools Administrator or designee shall review Section 2.0 Bidder Information and determine if the Proposer meets the minimum mandatory requirements as outlined in this RFQu.

Failure of the proposer to comply with the minimum mandatory requirements may eliminate its proposal from any further consideration. Huron Valley Schools may elect to waive any informality in a proposal if the sum and substance of the proposal is present.

3.7 Evaluation Process

All bids will be reviewed for compliance with the minimum mandatory requirements stated within this RFQu. Bids not meeting the minimum mandatory requirements will be deemed non-responsive and eliminated from further consideration. Huron Valley Schools may elect to waive any informality in a proposal if the sum and substance of the proposal is present.

A. Huron Valley Schools may contact the proposer for clarification of the proposer's bid.

B. Huron Valley Schools may use other sources of information to perform the evaluation.

C. Huron Valley Schools may require the proposer to submit additional and/or supporting materials.

Responsive bids will be evaluated on the factors identified in this RFQu. The Proposer(s) whose bid is advantageous to the Eligible Agencies, taking into consideration the evaluation factors, will be recommended for award approval.

After a prospective supplier(s) has been selected, Huron Valley Schools and the prospective supplier(s) will negotiate a Master Agreement. If a satisfactory Master Agreement cannot be negotiated, Huron Valley Schools may, at its sole discretion, begin negotiations with the next qualified proposer who submitted a proposal. It is anticipated that pre-qualified contract awards will be made to multiple vendors.

A solicitation may be cancelled, or any or all bids or proposals may be rejected in whole or in part, when it is in the best interest of Huron Valley Schools in accordance with regulations.

3.8 Evaluation Criteria

1. Evaluation Factors for Statement of Work (Section 1) – 40 points

2. Company Profile (Section 2.1) - 10 points

3. References (Section 2.2) – 20 points

4. Pricing (Attachment B) – 30 points

Total points possible = 100 points

Proposals receiving 80 or more evaluation criteria points will be considered for award. Award(s) shall be made to the most responsible vendor(s) whose proposal is determined to be best value to Huron Valley Schools taking into consideration the terms and conditions set forth in this RFQu. A valid and enforceable contract exists when an agreement is fully executed between Huron Valley Schools and the Supplier.

3.9 Optional Tools to Enhance Evaluation Process

Huron Valley Schools during the evaluation of proposals may find it necessary to utilize one or multiple tools, as listed below, to facilitate their understanding of the proposal(s) in order to select the best offering to Huron Valley Schools:

Clarifications Deficiency Report Oral Presentation Site Visit Best and Final Offer (BAFO) Negotiations

3.10 Huron Valley Schools Option to Reject Proposals

Huron Valley Schools may, in its sole and absolute discretion, reject any or all proposals submitted in response to this RFQu. Huron Valley Schools shall not be liable for any costs incurred by the proposer in connection with the preparation and submission of any proposal. Huron Valley Schools reserves the right to waive inconsequential disparities in a submitted proposal.

3.11 Freedom of Information Act

This contract and all information submitted to Huron Valley Schools by the contractor and proposers is subject to the Michigan Freedom of Information Act (FOIA), 1976 PA 442, MCL 15.231, et seq.

Huron Valley Schools shall not, in any way, be liable or responsible for the disclosure of any such record or any parts thereof, if disclosure is required or permitted under the Michigan Freedom of Information Act or otherwise by law.