W9124C-17-R-0016-0001_81st_RSC_Childcare_Solicitation_Mod_0001.pdf

0011035243

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

1. The purpose of this amendment is to answ er questions received from industry.

2. See summary of changes.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 24

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 31-May-2017

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W9124C-17-R-0016

X 9B. DATED (SEE ITEM 11)

25-May-2017

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

31-May-2017

CODE

MICC - FT JACKSON

4340 MAGRUDER AVE

FORT JACKSON SC 29207

W9124C 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

W9124C-17-R-0016

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

The following have been added by full text:

QUESTIONS AND ANSWERS

1a. 5.1.4.27.1... What are the hours going to be on Thursday? From 10am ‐ ?

ANSWER: No more than 2 hours are required on Thursday.

1b. Also; it say contractors must be available Friday from 10am‐6pm. Is it ok for 1 person to sit at the table?

ANSWER: Yes, if they can handle the registration process alone.

1c. Are these hours on Thursday and Friday for every event?

ANSWER: Yes.

2. 5.1.4.26.10... In regards to background checks... what if the people we sent you with the bid are not the same people that end of working the event due to their availability changing?

ANSWER: Not required to be submitted with proposals.

3. 5.1.4.27.4... What is the staff accreditation this is referring to?

ANSWER: CPR, FIRST AID, 6 MONTHS EARLY CHILD HOOD DEVELOPMENT TRAINING

4. 5.1.4.27.6... Under this section you stated the background checks do not have to be submitting until 72 hours prior to event date. Do we not have to submit the background checks with the bid?

ANSWER: No, not required to be submitted with proposals.

5. Are all the dates going to be in South Carolina at the same location or different cities throughout the State?

ANSWER: All events will take place in Orlando, FL at the OMNI, 1500 Masters Blvd, ChampionsGate, FL 33896.

No events are located in SC under this contract.

The following have been modified:

ADDENDUM 52.212-1

ADDENDUM TO FAR 52.212-1

52.212-1 Instructions to Offerors--Commercial Items APR 2014

INSTRUCTIONS TO OFFERORS – COMMERCIAL ITEMS

1. Replace paragraph (c) entitled ―Period of acceptance of offers with the following instruction:

(c) Period of acceptance of offers. The offeror agrees to hold the prices in its offer firm for 90 days from the date specified for receipt of offers.

2. Replace paragraph (h) entitled ―Multiple Awards with the following:

(h) Multiple awards. The Government will award on an all or none basis.

3. Replace paragraph (b) entitled ―Submission of offers with the following instructions:

(b) Submission of offers.

A. Proposal Submittal and Inquiries.

1. Proposals shall be submitted prior to the closing date and time identified on SF 1449, Solicitation W9124C-17-R-0016, to the following address:

CONTRACTING SPECIALIST:

Ms. Kimberly Marsh MICC-Fort Jackson 4340 Magruder Avenue Fort Jackson, SC 29207 Comm: (803) 751-1420 Email: kimberly.c.marsh.civ@mail.mil

CONTRACTING OFFICER:

Regina Givens MICC-Fort Jackson 4340 Magruder Avenue Fort Jackson, SC 29207 Comm: (803) 751-9069 Email: regina.n.givens.civ@mail.mil

2. Electronic submissions via email are accepted. Offers can be mailed through a commercial/Government carrier or hand carried.

3. The point of contact responsible for supplying additional information and answering all inquiries is the Contracting Officer via the Contract Specialist. Address all questions or concerns the offeror may have to the Contract Specialist and Contracting Officer, Regina Givens and Kimberly Marsh, respectively, at the phone numbers / emails addresses previously noted. All questions regarding this solicitation shall be submitted in writing via email (email is the preferred method) no later than three (3) days after solicitation has been issued.

4. Site Visit. The Government does not intend to hold a site visit at this time. If one is later determined to be necessary, a separate notice will posted at www.fbo.gov.

B. General Instructions

1. The selection of a source for award purposes will be conducted utilizing simplified acquisition procedures as delineated in FAR 13.5. Offers will be evaluated using the criteria under Section M, “Evaluation Factors for Award.” Noncompliance with the Request for Proposal (RFP) requirements may hamper the Government's ability to properly evaluate the proposal and may result in elimination of the proposal from further consideration for contract award.

2. The Offer. The submission of the documentation specified below will constitute the offeror's acceptance of the terms and conditions of the RFP, concurrence with the Performance Work Statement, and contract type.

3. It is the Government’s intention to award without discussions. Offerors are encouraged to present their best technical proposal and prices in their initial proposal submission. However, should discussions become necessary, the Government reserves the right to hold them. If this occurs, a competitive range will be determined and offerors notified.

4. Instructions outlined in paragraph C below, prescribe the format for the proposal and describe the approach for the development and presentation of proposal data. These instructions are designed to ensure the submission of necessary information to provide for the understanding and comprehensive evaluation of proposals.

5. If an offeror believes that the requirements in these instructions contain an error, an ambiguity, omission, or are otherwise deemed unsound, the offeror shall immediately notify the KO in writing with supporting rationale. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion.

6. In accordance with FAR Subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful proposals. Unless the offeror requests otherwise, the Government will destroy extra copies of such unsuccessful proposals.

7. All referenced documents for this solicitation are available on the Federal Business Opportunities (FedBizOpps) website at http://fbo.gov. Offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

C. Proposal Preparation Instructions

1. Offeror’s proposal shall consist of four (4) volumes:

I. General

II. Technical Capability

III. Past Performance

IV. Cost / Price

2. Proposal Format

(a) Offerors shall submit an original hard copy or one digital (1) copy of the items listed in Table 2 as noted in paragraph (c) below relative to their proposal.

(b) Exceptions. Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors and sub factors (Sections A through M). Failure to meet a requirement may result in an offer being ineligible for award. If the offeror finds it necessary to take exception to any of the requirements specified in this solicitation, the offeror shall clearly identify the applicable Volume and exceptions with a complete explanation of why the exception was taken, what benefit accrues to the Government (if any), and its impact, if any, on the performance, schedule, cost, and specific requirements of the solicitation. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken. Offerors are cautioned that taking an exception may render the offer ineligible for award. This information shall be provided in the format below.

Table 1 - Solicitation Exceptions

Solicitation Document

Page/ Paragraph Requirement/Portion Rationale & Impact

Section B, PWS/SOO/ SOW, Section L&M, etc.

Applicable Page and Paragraph Numbers

Identify the requirement or portion to which exception is taken

Describe The rationale and impact of the exception

(c) The proposals shall be organized into four (4) volumes. Each volume of the proposal should be separately bound in a three-ring loose leaf binder which shall permit the volume to lie flat when open. A cover sheet should be bound in each book, clearly marked as to volume number, title, copy number, solicitation identification and the offeror's name. The same identifying data should be placed on the spine of each binder. All text shall be single spaced and printed black on white paper (Black and white requirement does not apply to graphics, photos, etc., Company stationary and logos are acceptable). Printing shall be easily readable (12-pitch type or 10 point proportional spacing.) Cross-references should be utilized to preclude unnecessary duplication of data between sections. In addition to submitting hard copies of the proposals, digital copies shall be provided on CD-ROM disk in Microsoft Word, PowerPoint and/or Excel as outlined in Table 2. The file name shall be “Company Name – Initial” for the first submission. The file name of later submissions (if necessary), shall be “Company Name – Revision X’ with X indicating the number of the revision. Page limitations are as follows:

Table 2:

VOLUME TITLE NO. HARD

COPIES

NO. OF

DIGITAL

COPIES (CD

ROM)

PAGE LIMITS

I General 1 1 N/A

II Technical 1 1 20 pages III Past Performance 1 1 15 pages IV Price or Cost 1 1 N/A

(d) Proposal Limitation. The proposal shall not exceed the limits stated above. If the page limits are exceeded, the pages in excess of the limit shall be removed and returned, unread, to the offeror. The Government will not accept any changes to the contractor’s proposal after the closing date of the solicitation (See FAR 15.208 for further information regarding late proposals). If discussions become necessary, page limitations may be placed on responses to Evaluation Notices (ENs). The specified page limits for EN responses will be identified in the letters forwarding the ENs to the offerors.

(e) Page Limit Includes: All appendices, charts, graphs, diagrams, tables, photographs, drawings, etc.

(f) Page Limit does not include covers for volumes, tables of contents, glossary of abbreviations and acronyms, indices, title pages, cross reference indices, and section dividers/tables if they are inserted solely to provide ease to the reader in locating parts/sections of the proposal. Pages will be counted if they contain any other information, i.e., diagrams, extraneous data, etc. Pages marked “This page intentionally left blank” will not be counted.

(g) What Counts As A Page? A page shall be an 8 ½ X 11” sheet of paper. When both sides of a sheet display printed material, it shall be counted as two pages. Letter size and spacing requirements for illustrations and tables can be at the discretion of the offeror but must be easily readable. Fold-outs will be counted as the appropriate number of pages based on an 8 ½” X 11” sheet of paper. Margins shall be at least 1 inch on the top and bottom and 3/4 inch on the side.

The Contractor shall number each page in order to eliminate any confusion. In the event contractor creates an ambiguity in their numbering of pages, the Government may exercise its own discretion in counting pages. In the event contractor creates an ambiguity in their numbering of pages, the Government may exercise its own discretion in counting pages.

(h) Indexing. Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections.

(i) Glossary of Abbreviations and Acronyms. Each volume shall contain a glossary of all abbreviations and acronyms used, with a definition for each.

3. Proposal Content

(a) Volume I – General. Offerors are required to submit a completed SF 1449 (including acknowledgment of Amendments), CLINS, and representation and certifications. All final monetary extensions shall be in whole dollars only. Failure to follow the below Contract Proposal preparation instructions may cause your proposal to be deemed unacceptable by the Government. The General Volume shall be organized as follows and contain the identified information.

TAB A, Exceptions/Assumptions (if required) - Identification and explanation of any exceptions or deviations. Additionally, any assumptions used in the proposal preparation must be identified.

TAB B, Solicitation, Offer and Award - The SF 1149 shall be submitted fully completed. The offeror is cautioned that the SF 1449 must contain an original signature in block 30a of the form.

The contractor shall acknowledge any amendments to the RFP in accordance with the instructions on the SF 1449 and fill-in clauses, FAR 52.212-1(b), Instructions to Offerors— Commercial Items. The offeror shall provide the name, title and telephone number of the company/division point of contact regarding decisions made with respect to your proposal and who can obligate your company contractually. Also, identify those individuals authorized to negotiate with the Government.

TAB C, Contract Line Items Numbers (Supplies or Services and Prices/Costs) - shall be submitted fully completed and error free. It shall contain the offeror’s prices for the established

CLINS.

TAB D, Representation, Certifications, and Other Statements of Offerors – The offeror shall ensure that this section is submitted thoroughly completed with all blocks in each certification/representation completed truthfully and completely.

(b) Volume II – Technical Volume

(1) The Technical Volume shall be clear, concise, and include sufficient detail for effective evaluation and for substantiating the validity of stated claims in the Offeror’s proposal.

Legibility, clarity and coherence are very important. Your responses will be evaluated against the Technical factors defined in 52.212-2, Evaluation Factors for Award. The proposal should not simply rephrase or restate the Government's requirements, but rather shall provide convincing rationale to address how the offeror intends to meet these requirements. Statements that the offeror understands, can, or will comply with the PWS (including referenced publications, technical data, etc.); statements paraphrasing the PWS or parts thereof (including applicable publications, technical data, etc.); and phrases such as “standard procedures will be employed” or “well known techniques will be used,” etc., will be considered unacceptable.

Offerors shall assume that the Government has no prior knowledge of their facilities and experience, and will base its evaluation on the information presented in the offeror's proposal.

Elaborate brochures or documentation, binding, detailed art work, or other embellishments are unnecessary and are not desired.

(2) The Technical Volume shall, at a minimum, be prepared in a form consistent with the PWS and the evaluation criteria for award set forth in 52.212-2 of this solicitation. The section shall be prepared in an orderly format and in sufficient detail to enable the Government to make a thorough evaluation of the contractor’s technical competence and ability to comply with the contract task requirements specified in the PWS. The offeror shall address as specifically as possible the actual methodology you would use for accomplishing the PWS tasks. The volume shall be organized according to address the following areas:

Technical Capability: The Technical Factor evaluation provides an assessment of the offeror’s capability to satisfy the Government’s minimum requirements.

Tab A: Management Approach

i. An organizational chart identifying the management structure of key personnel with a description of roles and responsibilities required to fulfill the tasks outlines in this requirement.

ii. Proof of Liability Insurance

iii. Child accountability procedures and safety plan in accordance with PWS.

iv. Activity Schedule per age group (7:30 – 1700 Sat) (7:30-12:00 Sun)

v. State childcare license(s) with current annual inspection report shall be submitted with proposal and shall have caregiver’s registered name as it appears in the Systems for Award Management (SAM).

Tab B: Staffing Approach

The following items shall also be included in the Staffing Approach. To be included:

i. A detailed list of the labor categories, number of personnel proposed for each labor category, and associated labor hours deemed necessary to perform the requirement for each performance period (Base Period, Option Year One, Option Year Two).

ii. Provide in detail your scheduling approach to reflect the number of people required;

(c) Volume III - Past Performance. The Past Performance evaluation will be accomplished by reviewing aspects of an Offeror's recent and relevant Past Performance, focusing on and targeting performance which is relevant to the effort as it directly relates to the work being procured under the solicitation as defined in Section M.

Past Performance information described herein is required on the offeror and all subcontractors, teaming partners, and/or joint venture partners proposed to perform 51% of the proposed effort based on the total proposed price. The offeror shall submit, along with the information required in this paragraph, a consent letter, executed by each subcontractor, teaming partner, and/or joint venture partner, authorizing release of adverse past performance information to the offeror so the offeror can respond to such information. For each identified effort for a commercial customer, the offeror shall also submit a client authorization letter, authorizing release to the Government of requested information on the offeror's performance.

1. The offeror shall include no more than five references documentation regarding their relevant past performance as it directly relates to the work being procured under this solicitation. The offeror SHALL NOT go back any farther than 3 years from the solicitation issuance date for the submitted data. The past performance data shall document a successful history of past contract performance.

2. In conducting the Past Performance evaluation, the Government reserves the right to use both the information provided in the offeror’s Past Performance Volume and information obtained from other sources, such as the Past Performance Information Retrieval System (PPIRS) or similar systems, Defense Contract Management Agency (DCMA) and commercial sources.

Offerors are reminded that both independent data and data provided by offerors in their proposals may be used by the Government to evaluate offeror past performance. However, the burden of providing thorough, complete, and current past performance information as requested in this paragraph remains with the offerors. Proposals that do not contain the information requested by this paragraph risk rejection or a less than acceptable performance rating by the Government.

All past performance comments received will be taken into account and could affect the overall rating. The overall past performance evaluation is a subjective decision based on the whole of all data received. In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance (see FAR 15.305 (a)(2)(iv)). Therefore, the offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability, “unknown” shall be considered “acceptable.”

4. Submission Requirements. The offeror shall submit a Past Performance Volume containing the following:

・ Table of Contents

・ Summary Page describing the role of the offeror and each subcontractor, teaming partner, and /or joint venture partner that the offeror is required to provide past performance on

・ Consent Letters executed by each subcontractor, teaming partner, and/or joint venture partner, authorizing the release of past performance information so the offeror can respond to such information.

・ Client Authorization Letters for each identified effort for a commercial customer authorizing release to the Government of requested information on the offeror’s performance.

・ Organization Structure Change History— Organizational Structure Change History.

Many companies have acquired, been acquired by, or otherwise merged with other companies, and/or reorganized their divisions, business groups, subsidiary companies, etc. In many cases, these changes have taken place during the time of performance of relevant present or past efforts or between conclusion of recent past efforts and this solicitation. As a result, it is sometimes difficult to determine what past performance is relevant to this acquisition. To facilitate this relevancy determination, include in this proposal volume a "roadmap" describing all such changes in the organization of your company. As part of this explanation, show how these changes impact the relevance of any efforts you identify for past performance evaluation/performance confidence assessment. Since the Government intends to consider present and past performance information provided by other sources as well as that provided by the offeror(s), your "roadmap" should be both specifically applicable to the efforts you identify and general enough to apply to efforts on which the Government receives information from other sources.

・ Specific Relevant Contracts Format - Sheets in accordance with Attachment 1 and are limited to 2 pages per reference. The offeror shall provide documentation outlining the offeror’s past performance with contracts, as a prime or major subcontractor, which is the same or similar in nature, size, and complexity to the services being procured under this Solicitation. The submittal shall include rationale supporting your assertion of relevance and how it was determined that the work performed previously was the same or similar in nature, size, and complexity to the work specified by this solicitation. Offerors are required to explain what aspects of the contracts are deemed relevant to the proposed effort, and to what aspects of the proposed effort they relate.

(d) Volume IV- Price – The offeror shall complete all CLINs in the solicitation. The Government reserves the right to require the submission of Other Than Certified Cost or Pricing Data as is deemed necessary to arrive at a fair and reasonable price.

a. Schedule of Pricing. The offeror must submit a proposed unit price and amount for the Contract Line Item Number (CLIN) listed in the solicitation. The offeror shall separately price the Contractor Manpower Reporting CLIN. If the reporting of Manpower Equivalents is not separately priced, insert “NSP” in the blank shown. The Price Proposal(s) shall be organized as follows and contain the identified information.

(i) Exceptions/Assumptions. The contractor shall identify and explain any exceptions or deviations. Additionally, any assumptions used in the Proposal preparation must be identified.

(ii) Schedule. The Pricing Schedule(s) shall be submitted fully completed. The Offeror shall indicate the price to be charged for each CLIN. Insert proposed unit price, and extended prices for the appropriate CLIN in the Pricing. The Offeror shall ensure the units prices are represented in two decimal positions only (example: $0.27, not $0.27458).

(iii) In accordance with the proposed instructions in FAR 52.212-1, the offer shall complete all CLINS including the total amount for each period and the total amount for total contract price.

The Contractor shall include spreadsheet showing a roll up of these calculations (is CLIN, Option years and Total Contract Price).

(iv) Completed Direct Labor Table

Labor Category

Area Wage Determination Code

FLSA

Exempt Non-

# of FTEs

Total Labor Hr

Wage Rate

Fringe Benefits

Exempt

Attachment 1 Specific Relevant Contracts Sheet

Past Performance References: Past performance information shall be presented in the following format. The Contractor is encouraged to ensure the information provided is current. Data that is not current or contains references that can no longer be reached will be discarded and not considered if the Government is unable to validate recency, or unable to evaluate relevancy and performance.

・ Name of Contracting Activity that awarded the Contract

・ Contract Number and Period of Performance

・ Contract Type (i.e. Firm-Fixed Price, Cost Plus-Award Fee, etc.) and Total Contract Value

・ Name of the Contracting Officer, to include Phone Number and Email address

・ Name of Contract Administrator, to include Phone Number and Email address

・ List of Major Subcontractors

・ Brief history of the work performed on each reference given

・ Discuss how offeror determined that the reference is relevant to the task areas of the PWS

・ Name/organization/position and phone number of knowledgeable individual who can be queried by Government evaluators.

NOTE: The Government may use information from references not provided in the offeror’s proposal in evaluating the Offeror’s past performance.

PERFORMANCE WORK STATEMENT

5.1.4.26. Child and Youth Rooming Requirements

5.1.4.26.1 The Contractor shall provide appropriate staff to cover the ratio for (6) rooms.

Note: Each room will have 25 feet per child/youth except for the infant rooms will have 35 feet per infant to accommodate cribs.

Note: Maximum Group Size per Room 2 Ratio Groups Only Note: The contractor shall provide (2) Caregivers who shall be present at all times while children/youth are in each room Note: The contractor shall be able to provide staff member(s) who are licensed/certified to work with children with special needs

5.1.4.26.2 The contractor shall be available to provide child care services for a minimum of three events for the remainder of fiscal year 17 (FY17); and for a minimum of 4 and no more than 7 events for FY18 and FY19. The contractor shall provide enough support to cover a range of 125 - 200 children by ratio age groupings and square feet per child/youth. Contractor shall ensure the space provided allows for separation of infants (0-18 months), toddlers (19-36 months), pre-school (3-5 yrs), school age (6-12 yrs), and teens (13-18 yrs) for safety and appropriate programming.

Contractor shall outline their staff and management approach to provide child care services for children attending Yellow Ribbon Events. Staff and Management approach must be included with the proposal.

The contractor shall ensure the childcare rooms meet the following:

All Rooms shall meet fire code.

All Rooms shall have a minimum of two exits from each room All Rooms shall have Fire and Emergency Evacuation plan posted Designated evacuations location(s) shall be identified for childcare.

All Rooms shall meets Americans with Disabilities Act (ADA)

Requirements All Rooms shall be free from health and safety hazards o All Cords shall not (e.g., electrical, window blinds) be hanging within a child’s reach.

o All furniture in room shall be secure or removed. Furniture and fixtures shall be in good repair.

o All windows or doors to balconies shall be securely shut and locked.

o All Rooms electrical plugs shall be covered o All Rooms furniture/fixtures/carpets shall be clean and sanitized.

o All Rooms shall be free from lead paint and asbestos.

5.1.4.26.3 All childcare/youth rooms will be within close proximity of each other (same floor when possible), if not, all shall be on adjoining floors (e.g. 6th and 7th floors) with access points that can be controlled. Recommend a minimum of two exits from each room be available. Restrooms need to be in close proximity to the childcare/youth rooms.

5.1.4.26.4 The contractor shall ensure rooms requiring a refrigerator, hands free trash cans with lids for sanitary disposal of soiled diapers, and potable drinking water are continuously available.

5.1.4.26.4.1 Contractor shall have a plan in place for parents to come in and administer medication. Contractor shall respond to calls from caregivers and ensure all rooms are set up to have the caregiver’s workspace in the same room and within reasonable distance from children.

5.1.4.26.4.2 Ensure rooms allow for the separation of infant/pre-toddler, toddler, preschool, school-age and youth for safety and appropriate programming.

5.1.4.26.4.3 All Rooms shall accommodate 25 feet per child/youth except for the infant rooms must have 35 feet per infant to accommodate cribs. All Rooms shall accommodate a maximum of two (2) ratio group breakouts with no less than 25 square feet per child and no more than 24 estimated number of children based on age grouping and space per child.

5.1.4.26.4.4 All bathrooms and hand washing sinks are easily accessible from childcare rooms. Contractor shall provide at least two (2) step-stools for children to properly wash hands.

5.1.4.26.4.5 The contractor shall ensure space is available for Childcare registration and childcare daily sign in/out of children.

Age -Groups Child/ Care Provider

Ratio Square feet per Child required?

Projected # of Children

Attending 0-12 months 4 children per 1 provider 35 square feet per child

Minimum Room Size 300 square feet

TBD

13-24 months 5 children per 1 provider 35 square feet per child

Minimum Room Size 350 square feet

TBD

25-35 months 7 children per 1 provider 25 square feet per child

Minimum Room Size 350 square feet

TBD

3-5 years old 10 children per 1 provider 25 square feet per child

Minimum Room Size 500 square feet

TBD

5-6 years old (Kindergarten)

12 children per 1 provider 25 square feet per child

Minimum Room Size 750 square feet

TBD

6-12 years old (1st- 6th Grade )

15 children per 1 provider 25 square feet per child

Minimum Room Size 750 square feet

TBD

13-17 years old (7th-12th Grade )

15 children per 1 provider 35 square feet per youth

Minimum Room Size 1,050 square feet

TBD

Note: Maximum Group Size per Room 2 Ratio Groups Only

Note: Minimum Room Size is based on 2 Ratio Groups

5.1.4.26.5 The venue shall provide the following:

All Rooms shall have telephone available for use.

All Rooms shall have a snack prep area.

All rooms shall have drinking water and small cups accessible at all times.

All Rooms shall have a hands-free, covered trash can available for use.

All Infant, Pre-Toddler, Toddler and Pre-school rooms shall all have carpeted floors.

All Infant, Pre-Toddler and Toddler Rooms shall have

Refrigerator and Microwave located in snack prep area.

All Infant and Pre-Toddler Rooms shall have Portable Cribs in a designated area that can supervise at all time within sight/sound.

All Infant and Pre-Toddler Rooms shall have cribs based on number of registered children identified that meet the standards described on the US Consumer Product Safety Commission on Crib Information. See http://www.cpsc.gov/info/cribs/indes/html for the standards.

All Infant, Pre-Toddler, and Toddler Rooms have a diaper changing area with trash can with lid for soiled diapers in sanitary manner.

o Diaper changing can be set up 6 feet away from where children will eat snacks or food prep area.

All Toddler and Pre-school rooms shall have space designated for napping that can be supervised at times within sight/sound.

2 Youth Rooms shall have a large screen TV and VCR/DVR player.

5.1.4.26.7 Contractor Appearance: The Childcare providers shall wear a clearly identifiable shirt with company name or logo and present a neat and clean appearance.

The following will not be permitted:

tight fitting or jeans with holes tank tops flip-flops high heels extremely long fingernails scarfs or head-dressings (unless for religious reasons)

5.1.4.26.8 The contractor shall provide adequate trained personnel for estimated children requiring care and youth supervision. Government must have the capability to add or subtract children 72 hours prior to the Event. Government will pay for the “minimum final number” of children which will be established 72 hours prior to the

(YRRP). The Government will pay for the “minimum final number” even if fewer children actually attend. Government will provide weekly updates of the children registrations from awarding of the contract until the final update 72 hours prior to the (YRRP).

5.1.4.26.9 The contractor shall ensure space allows for separation of age groups for safety during pick-up and drop off.

Provide basic care such as diapering, toileting, feeding, first-aid, hand washing supervision and accountability of children.

Implement activity plans and adhere to program schedule.

Set up, provide and clean up AM/PM Snack Daily Implement activity schedules for each age group and provide along with proposal (Sat: 7:30 am - 5:00 pm and Sun: 7:30 am - 12:00 pm) Follow activity plan and lead activities Actively interact with children, facilitate activities and engage in play.

Strictly follow child guidance policy which uses positive strategies.

Punishment.

Do not use any type of physical discipline toward any child at any time.

Do not use timeouts.

Do not withhold water, sleep, play or use of bathroom from children at any time.

Use materials to offer developmentally appropriate and engaging activities.

a) All rooms shall meet and follow all fire codes.

b) All rooms shall have a minimum of two exits from each room

c) All rooms shall meet ADA Requirements

All rooms shall be free from, health and safety guidelines and measures.

d) All large furniture in room shall be secure or removed. Furniture and Fixtures shall be in working order.

e) All windows or doors to balconies shall be securely shut and locked.

f) All rooms electrical plugs shall be covered

All rooms furniture/fixtures/carpets shall be clean Ensure Infants are placed on their backs to sleep. Sleeping areas for infants will not have surfaces that conform to the face, including a soft pillow, soft mattress, comforter, or stuffed toy

Broken toys/games/dolls are removed All toys/games/dolls/puzzles are cleaned and sanitized All rooms shall be free from lead paint and asbestos Use positive tone of voice.

Ensure personal belongings are stored in a secure place and inaccessible by children No use of cell phone at any time while caring for children.

Do not take personal photographs or videos of children in care.

5.1.4.26.10 The contractor and child care staff shall have these minimum Qualifications:

Must be 18 years of age or older.

Must have a minimum of six months of child care experience.

Must have a comprehensive background check and fingerprints. Must be able to provide copy with proposal.

Completed all the state and national (if applicable) license training requirements for the state in which the services are performed.

Pediatric first aid and CPR certification Must be able to lift a 40lb. child safely without straining; able to bend, and sit on floor.

Must be in compliance with all applicable Army Regulations regarding child care services.

Must meet all annual training hours applicable to areas of Child Growth and

Development, Curriculum Activities, Early Childhood Areas, Health, Safety, Nutrition, Guidance and Blood-Borne Pathogen training required by OSHA.

5.1.4.27.1 Registration, Health and Safety. Contractor shall ensure a minimum of one

(1) knowledgeable staff member is available Thursday, by 10:00 a.m. to coordinate with government representative regarding set-up and layout of childcare rooms. Contractors must be available for registration on Friday from 10:00 a.m. until 6:00 p.m. and on Saturday and Sunday for the duration of the event. During registration, contractor will ensure that photos, parental release for pictures, activities forms to include documenting medical conditions, dietary restrictions, special needs, parental contact information, etc.

are available for parent’s signature/consent. For the safety of the children, a process must be in place (i.e. a numbered bracelet issued to each child and parent) to ensure full control of custody, to include details of each child’s dietary and medical needs. This information shall be obtained from parent or legal guardian at time of pre-registration or initial drop off. Childcare contractor shall include safety and child accountability procedures (copy of documentation to be provided with proposal).

b. All children in care shall have a registration form on file with the contractor that includes parents’/legal guardian emergency contact information and child’s allergies or other serious medical conditions. Contractor shall implement a sign-in/sign-out procedure. Each child shall be signed in/signed-out of childcare rooms by the child’s parent or legal guardian. The parent or guardian must sign-in his/her child upon arrival, and sign his/her child out for meals and upon departure at the end of the day. Child care providers shall document time of departure and time of return when taking children to the restroom.

c. Contractor shall ensure to implement sleeping recommendations to reduce risk of Sudden Infant Death Syndrome or SIDS:

All infants sleeping in cribs must be placed to sleep on their backs.

Cribs should be supplied by the requesting Army POC or the venue.

Cribs shall meet the standards described on the US Consumer Product

Safety Commission Crib Information website: http://www.

cpsc.gov/info/cribs/index.html

If infants are able to roll on to their stomach, they are allowed to do so, but they must still be placed on their backs to sleep by childcare provider

Infants must not be left sleeping in car seats, swings or other restraining devices

Infants must not be put to sleep with bottles in their cribs.

Soft toys, stuffed animals, blankets, other bedding must not be placed in infant cribs.

If children can pull themselves up, they will no longer be placed in a crib.

Back-to-sleep crib placards must be placed prominently on/above each infant’s crib in a clear sleeve which also contains a signed copy of the parental Infant Sleep Position Agreement

d. Ensure younger children do not have access to materials for older children that may present a safety or choking hazard.

e. Have a first-aid kit readily accessible.

f. Contractor shall practice universal health precautions: disposable latex or non-porous vinyl gloves are worn when in contact with blood, including blood in feces, and articles contaminated with blood are carefully disposed of, or cleaned and disposed of, or cleaned and disinfected, or wrapped in plastic and sent home with parents.

g. The Contractor shall perform general clean-up and pack-up procedures. The room/rooms and equipment will be cleaned at the end of each day in readiness for the next day, to the standards required by the state and federal regulations for childcare facilities. The contractor will ensure that at completion of the event, the room/rooms are left in the same condition as they were accepted from the venue staff.

h. Contractor shall not give any medications including over-the-counter medication. ALL medications must be administered by parents. Parents will keep medication with them away from the child care area. Parents are fully responsible for medication administration to include rescue medication.

i. Childcare POC needs to do a practice drill to ensure parents can reach their child to administer rescue medication within 2 to 5 minutes and can communicate clearly with the Army POC to notify parents. The Army POC and the Childcare POC need to educate parents on this key responsibility before and during the event.

j. Contractor shall notify parents immediately to pick-up ill child. Children who appear to be ill or show visible signs of fever or any of the below symptoms will not be permitted to remain in the childcare rooms.

Temperature in excess of 100.5 degrees F. auxiliary for infants under 3 months of age and in excess of 101 degrees F. for infants and children over 3 months of age.

A child with a fever cannot return to care until 24 hours fever-free have passed and be able to participate in the program.

Inability to participate in daily activities.

Obvious illness such as:

Impetigo — Red oozing erosion capped with a golden yellow crust that appears stuck on ; Scabies — Crusty wavy ridges and tunnels in the webs of fingers, hand, wrist and trunk; Head lice/nits — Whitish-gray clot attached to hair shafts.

Symptoms of other contagious diseases such as measles, mumps, hepatitis, and strep infections.

Undiagnosed or contagious rash.

Vomiting or diarrhea (three separate episodes before parent must pick up).

Productive cough or discharge from nose that is yellow or green.

5.1.4.27.2 Licensing and Insurance Compliance

5.1.4.27.3 Contractor shall be licensed and/or bonded. State Accredited and have the appropriate number of accredited personnel available for the event.

5.1.4.27.4 Contractor shall provide proof of child care staff’s accreditation with proposal (i.e. . Failure to provide proof may result in elimination of consideration for the contract.

5.1.4.27.5 Contractor shall have minimal liability insurance prior to award or purchase order (copy of documents shall be provided with proposal).

5.1.4.27.6 Local, State, and Federal Background Investigation Requirements. The childcare provider shall provide a list of each employee working the event and the documentation that background checks have been returned as favorable.

Comprehensive background check includes both federal and state background checks, FBI fingerprint checks, a sexual offender registry check and a child abuse registry check. (no later than 72 hours prior to Event date) IAW 42 U.S.C. 13401. Army Directive 2014-23 (Conduct of Screening and Background Checks on Individuals Who Have Regular Contact with Children in Army Programs) and DoDI 1402.5, “Criminal History Background Checks on Individuals in Child Care Services,” September 11, 2015, incorporating Change 1, Effective July 14, 2016.

5.1.4.27.7 All materials will be approved prior to the Event by the same.

A) The contractor shall plan and organize on-site care, including providing sufficient number of trained care givers, set up rooms, provide materials, equipment and supplies to assist in the set-up of activity areas within the child/youth care space for each age group.

B) The contractor shall coordinate with the YR POCs who will have support agencies (i.e. Military Family Life Consultants, Project Y.E.S! 4-H, Operations Military Kids, AR Child, Youth & School Specialist etc.)

providing activities for children/youth from the ages of 6-17 years of age.

The contractor shall agree to work with these agencies to provide age appropriate activities.

5.1.4.27.8 Supplies

Contractor shall provide all personnel, equipment, supplies, snacks and materials necessary to furnish full-time quality childcare.

Paper towels Extra baby wipes Extra diapers (all sizes) Vinyl Glove non-porous and latex gloves Paper plates (snack) Paper cups Labels Hand sanitizer (to be used only when a sink is not immediately available and shall be followed by hand washing as soon as possible) Batteries Walkie-Talkies First Aid Kits , Bandages, Digital Ultra Thermometer for Each Room Garbage bags Disposable latex-free gloves Bleach water or other disinfectant (if allowed by state licensing) Plastic spray bottles for bleach water or disinfectant Clipboards Accountability system Supplies -wrist bands- light color or Photo

/Name tag etc.… All General office Supplies All supplies for activities At least two (2) step-stools Additional cribs/play pens (*venue will furnish a limited supply) All age-appropriate materials and supplies to the following areas:

Creative Arts.

Blocks/Construction Games Manipulative Music/Movement

Library/Quiet Games Active Physical Play Make Believe/Performing Discovery/Sensory Movie DVD (Pre-school-Teen only)

5.1.4.27.9 Contractor shall be within close proximity of each other (same floor when possible) with access points that can be controlled. Recommend a minimum of two (2) exits from each room be available. Restrooms need to be in close proximity to the child/youth rooms.

5.1.4.27.10 The contractor shall provide each room with a refrigerator, hands free trash can, with lid for infant room for sanitary disposal of soiled diapers, and drinking water to be continuously available.

5.1.4.27.11 The contractor shall ensure cribs meet the standards described on the US Consumer Product Safety Commission on crib information. Provide all equipment required to care for 0-17 age group, including Cribs see http://www.cpsc.gov/info/cribs/indes/html for the standards.

5.1.4.27.12 The childcare provider must present at the event proof of first aid and at least 6 months of early childhood development training for each caregiver.

5.1.4.27.13 The child care provider’s signed credentials shall be attached to or included with the solicitation submission and shall be incorporated by reference into any resultant contract. Legal Compliance: the caregiver shall comply with all federal, state and local laws, codes and regulations applicable to his/her performance as a caregiver under this contract and shall be solely responsible for all costs associated with said compliance.

5.1.4.27.14 State childcare license(s) with current annual inspection report shall be submitted with quote and shall have caregiver’s registered name in the Systems for Award Management (SAM). If the contract is subcontracted, it must be a licensed childcare facility accredited in the state the facility is located in and meet all State, Local and Federal requirements with quote. State business license and State accreditation certificate and annual report shall be submitted with quote and shall have contractor's registered name. The caregiver shall provide proof of liability insurance in accordance with Federal Acquisition Regulation 37.103d.

5.1.4.28 Contractor shall also be responsible for providing personal protective items (i.e. vinyl gloves) for their employees

5.1.4.28.1 Contractor shall provide all equipment (games, toys, music, books, paper, pencils, and crayons, etc.) required for engaging in age appropriate activities required for all age groups.

5.1.4.28.2 Coordinate with hotel to receive and ship materials/supplies needed for the children’s program at contractor’s expense. Contractor shall coordinate with hotel venue to secure lodging for the event at contractors expense.

5.1.4.28.3 Meals: Breakfast and Dinner meals are provided by hotel venue on Saturday. Breakfast is provided by hotel venue on Sunday. All snacks on Saturday and Sunday are provided by the contractor.

5.1.4.28.4 Children shall be picked up and signed out by parents/legal guardian attending the event for meals.

5.1.4.28.5 Contractor shall plan and purchased snacks for am/pm. Contractor shall provide child friendly snacks and shall take into consideration any food allergies identified by a child’s parent/guardian and take all necessary precautions to prevent that child from being served, coming into contact with, or otherwise ingesting those foods in which he/she has allergies to. Known food allergies shall be identified along with the final head count of children requiring childcare to the maximum extent possible and collected on the child’s registration form submitted by parent or guardian. All children must be directly supervised when eating (caregiver must be at the table with them).

Infant bottles must never be propped and infants who can hold a bottle must held when being bottle fed.

5.1.4.28.6 Care Provider shall ensure:

Only children with medically documented allergies or on special diets should bring their own food. This food should be labeled with child’s name and date.

Sippy cups or…