Madison Consolidated Schools Request for Proposal for After School Programmin g

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1 Madison Consolidated Schools Request for Proposal for After School Programmin g Madison Consolidated Schools, 2421 Wilson Avenue, Madison, IN Attn: Tara McKay, Asst. Director of Special Services Request for Proposal: Madison Consolidated Schools invites qualified contractors to submit a proposal to operate after school care programs for the district elementary schools and junior high school. The proposal should include care for grade PK-6; per House Enrolled Act 1136 (IC ) which allows for the inclusion of preschool students in after school care programs. Proposals may be submitted by USPS to the above address. All proposals must be received by 12:00 p.m. on April 29, 2019 to be considered. The school district reserves the right to extend the deadline by providing a written addendum to the Request for Proposal. The initial period for this contractual agreement will be for one year beginning on August 14, 2019 and extending throughout the school year. Contract award will be based upon best perceived value to the school district, students, and families utilizing the program. The school district will provide space for the program at our elementary schools and junior high school locations. The contractor/vendor shall be solely responsible for the program s operation, content and activities. The contractor/vendor shall provide a certificate of liability insurance annually. Request for Proposals (RFP) may be picked up at the district office or ed during business hours, 8:00 a.m. - 4:00 p.m., beginning Thursday, April 11, Please contact Tara McKay at or call to request an RFP packet. Requests for Information: Questions and requests for clarification should be made through to Tara McKay at Submission Due Date: April 29, 2019 at 12:00 p.m. Responses to this invitation are to be addressed to: Madison Consolidated Schools 2421 Wilson Avenue Madison, IN Attn: RFP After School Care Programming/Tara McKay

2 General Terms and Conditions Program Responsibilities: The proposal must be for the full programming costs of personnel, materials, equipment, snacks/beverages, and all miscellaneous expenses necessary to operate after-school programs on school grounds in full compliance with all applicable Indiana and Federal requirements for such programming and in compliance with the terms of the agreement between Madison Consolidated Schools and the selected vendor. Madison Consolidated Schools proposes to collaborate with the vendor for the use of the physical space for the program. All other responsibilities for programming and services shall be borne by the selected vendor. The vendor will be solely responsible for all of its employees, staff and services. The program must maintain and provide a valid certificate of liability insurance annually. The after school program shall not be considered a school- or district-related activity. All publicity and program materials should make clear this distinction. Madison Consolidated Schools is not responsible for transportation. Background Check: The selected vendor shall be responsible for requiring that a criminal background check be conducted on all of its staff and employees who come into contact with children. The vendor shall confirm in writing at the onset of each school year that all of the employees/volunteers, including any newly hired employees throughout the school year, have had a criminal background check and been cleared to work in a school setting with children. The vendor will be expected to provide evidence of the completed background checks. Program Hours: The after school program will be offered to students in grades PK-6 from the time of school dismissal until 5:30 p.m. each day. Adjustments to program end time may be allowable if no families are in need of care up until 5:30 p.m. This need would be evaluated annually and should the need arise for adjustments during the school year, the selected vendor would be expected to accommodate a family s need for a pick-up time up until 5:30 p.m. Changes would need to be discussed with the principal prior to adjustments should this need arise. Agreement Terms Part of Proposal : Any vendor submitting a proposal will be expected to and hereby does agree to these general terms and conditions, and enter into, those terms and conditions set forth in the Agreement included with this RFP. The terms and conditions of the Agreement are proposed to be integral and required conditions of the proposal. Any vendor

3 making a proposal must familiarize itself with the terms and provisions of said Agreements and state in their response any terms they propose to be altered or they are otherwise unwilling or unable to agree to, and if applicable, propose alternative terms. Effect of Proposal : The submission of a proposal constitutes a vendor s representation that they have read and understand the terms and conditions of this RFP. By submitting a proposal, any vendor further represents and warrants that the person submitting such proposal and executing any documents related thereto is a representative of the vendor fully authorized to make legal commitments on behalf of the vendor. Provider Selection : Proposals shall be awarded to the vendor deemed to be most suitable by the district. The district and board of trustees may award a nonconforming proposal if it chooses. The district is seeking responses to this RFP to obtain the proposal that exudes quality and evidence that the services will benefit the students, families, and district. Quality programming will play a significant role in the determination of the vendor selection. The district will use the best reasonable judgment to assess which proposal best meets the needs of school district residents and community, all as determined by, and in the sole discretion of, the board of trustees. The Board further reserves the right to accept any proposal in whole or part and to award all or any part of the work to one or more vendors. Finally, the Board shall have the right to reject any proposal of a vendor or terminate its relationship with any vendor as set forth in the Agreement. Indemnification : A vendor making a proposal must agree to and shall indemnify and hold harmless Madison Consolidated Schools, all of its employees, and the Board and its individual board members, officers, employees, agents, volunteers, successors, and assigns ( Indemnities ), from any and all claims, costs, damages, losses, judgments, liabilities and expenses (including reasonable attorneys fees and litigation costs) which may be raised, occur and be incurred by the indemnities arising out of, in connection with, or related to (1) the vendor providing the afterschool program as contemplated hereby, (2) any acts or omissions of the vendor or its agents, employees or representatives; and (3) any breach by the vendor of the terms or requirements of the contract. Any litigation or claims brought by vendor involving the district shall be brought in the Federal or County judicial venue of the Madison Consolidated School district. The vendor further agrees to indemnify and hold harmless the Board, its employees, representatives or program participants against any and all claims for loss, damage, or injury

4 arising out of a claim or suit for alleged infringement of any trademark, copyright or patent for any equipment, services, curriculum or materials used or provided by the vendor. The vendor agrees that it will assume upon request, the defense of any and all such indemnifiable claims and suits and pay all costs and expenses incidental thereto. Professional Services : The vendor commits and agrees at all times that its services shall be performed and provided in accordance with professional standards, and in accordance with all Federal and Indiana legal requirements, licenses, laws, regulations and industry best practices. No Assignment : The qualifications of the vendor are essential to the performance of this Agreement and no portion of the work hereunder may be transferred, assigned or otherwise delegated to any other business, entity, third party, consultants or employees other than the vendor and those persons in the employment of and under the supervision of the vendor. Compliance with Laws and Policies and Procedures : The vendor agrees to and shall at all times observe and comply with all applicable laws, rules, ordinances and regulations, and School policies and procedures enumerated in the Agreement, relating to its operations and as certified to in the RFP Documents. Program Requirements: The following are the requirements for After School Care Program. 1. The after school program will provide a structured activity time. 2. The after school program will provide numerous opportunities for students to increase their level of understanding of academic-based concepts and recreational activities in order to develop academic, personal, and social skills including: a. Homework help and mentoring b. Skill-based enrichment/remediation activities c. Games and activities that are fun and challenging d. Social/play opportunities to develop friendships and life-skills e. Opportunities for participation in STEM/STEAM based activities. 3. Safety is a primary requirement of the after school program. 4. The staff should be qualified, trained and interact/engage with the students. The staff should be alert to students and the environment and ensure students are never left unattended and student safety is maintained. 5. The program should maintain regular contact with parents and keep them informed of program information, student illness, student injuries, and any changes to the program.

5 6. The program must maintain a cooperative and collaborative relationship with the school district and be willing to adjust programming to best accommodate student and building needs. 7. The program will run from the end of the school day until 5:30 p.m. 8. It is recommended to have a minimum of one staff member to every 15 students. 9. The program will provide students with an after school snack. 10. The program will follow the school schedule and be closed on school breaks and holidays. 11. The program will maintain compliance and adherence to Indiana Code The program should reference the Indiana Afterschool Network Standards as resource for program guidance in meeting best practices in after school care. 13. The program must follow all school guidelines and be respectful of the building and equipment. 14. Students are expected to adhere to school handbook rules/guidelines while participating in the after care program. Questions Regarding the RFP: Questions about the RFP, its content, proposal format, or requirements must be submitted by 12:00 p.m. on April 22, These questions should be submitted by to: Madison Consolidated Schools 2421 Wilson Avenue Madison, IN Contract Award: After a review of the qualifications based upon the requirements contained within this RFP and the successful completion of contract negotiations, a recommendation for award of the contract will be made to the Madison Consolidated Schools Board of Trustees. The Madison Consolidated School District reserves the right to select the proposal that is deemed to provide the best benefit to the students and district, not necessarily the lowest bid. The district reserves the right to reject any and all proposals or to accept other than the lowest priced proposal, and to waive any informalities, omissions, excess wording, or technical defects found within submitted proposals, if in the opinion of the district, such action would be in their best interest. The district reserves the right to accept all or part of any submittal or to cancel in part or in its entirety this RFP. This Request for Proposal does not commit the district, Superintendent of Schools, the Madison Consolidated Schools Board of Trustees, the district business office, the evaluation committee or

6 any other persons to pay costs incurred in the preparation and submittal of a proposal and does not commit the district to procure or contract for materials and services. Guiding Principles of Program: (Please write a brief summary about your program including the following program information and enclose with the RFP): 1. Please explain the philosophy and mission that guides your program. 2. List your desired operating ratios (number of teachers to students). 3. Explain how you handle staff absenteeism and coverage. 4. List any staff qualifications you prefer and/or require. 5. List administrative staff credentials and experience. 6. Describe your process for organizing, training, and supervising your staff. 7. Describe your program activities and a sample schedule. 8. Describe your process for accommodating children with special academic, physical, emotional, and medical needs. 9. Describe your behavior management plan and parent communication of that plan. Include program suspension/expulsion protocols. 10. List any program licensing, quality rating systems, accreditations, or standards that you currently have in place and follow. 11. List the number of children your program can serve. 12. List the different age groups and groupings you have in your program. 13. List fees, payment schedules, tuition rates, and any funding options or vouchers that you accept. 14. List three references and contact information for anyone who can speak to their experience with your program or services. 15. Provide a copy of written program documentation including but not limited to handbooks, payment agreements, brochures, information, and guidelines. Acknowledgement: I hereby acknowledge I have reviewed and understand the provisions and requirements of the After School Care Programming Agreement for a care provider pursuant to this RFP. I understand that the successful vendor proposing to provide after school care programming under this RFP will be required to enter into this agreement. Submitted by: Date: Signature of Authorized Representative Vendor:

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