Page 1 of 19 2017 Request for Proposals (RFP) Spring 2017 Book Distribution RFP# 17-001 Deadline for Responses: 2:00 p.m. February 7, 2017 Children s Services Council of Palm Beach County (CSC) 2300 High Ridge Road Boynton Beach, Florida 33426 561-740-7000 www.cscpbc.org
Page 2 of 19 Table of Contents SECTION 1: RFP TIMETABLE... 3 SECTION 2: INTRODUCTION... 4 2.1 WHAT WE ARE SEEKING... 4 2.2 THE COUNCIL... 4 2.3 OVERVIEW OF CHILDREN S SERVICES COUNCIL... 4 SECTION 3: SPRING 2017 BOOK DISTRIBUTION... 5 3.1 SCOPE OF SERVICES/SCOPE OF WORK... 5 3.2 TERM OF CONTRACT... 6 SECTION 4: RFP PROCESS... 6 4.1 LIMITATIONS ON CONTACTING CSC PERSONNEL... 6 4.2 PROPOSER DISQUALIFICATION... 6 4.3 INQUIRIES... 7 4.4 ACCEPTANCE OF PROPOSALS... 7 4.5 NOTICE OF SELECTED PROPOSER(S) FOR CONTRACT DISCUSSIONS... 7 4.6 CONTRACT DISCUSSION... 7 4.7 COUNCIL APPROVAL... 8 SECTION 5: RFP RESPONSE... 8 5.1 INSTRUCTIONS FOR SUBMITTING RESPONSE TO RFP... 8 5.2 INCOMPLETE RESPONSES... 8 5.3 RESPONSE FORMAT... 8 5.4 RESPONSE REVIEW AND SELECTION CRITERIA... 9 5.5 COMPLIANCE WITH SECTION 287.133, FLORIDA STATUTES... 9 5.6 INSURANCE REQUIREMENTS... 9 5.7 PREFERENCE FOR FLORIDA BUSINESSES... 10 SECTION 6: SUBMITTAL DOCUMENTS... 11
Page 3 of 19 SECTION 1: RFP TIMETABLE 01/17/2017 RFP packets are available on the CSC website www.cscpbc.org/openprop 01/25/2017 Deadline for submission of questions regarding clarification of RFP 01/27/2017 Final posting of questions and answers and/or clarification or addenda to RFP (if any) on CSC website www.cscpbc.org/openprop 02/07/2017 RESPONSE DEADLINE - All RFP responses are due by 2:00 PM at: BIDS@cscpbc.org Subject: RFP #17-001 Responses are opened publicly at 2:30 PM 02/07/2017 Stage 1: CSC technical review of proposal(s); verifies required documentation submitted 02/07/2017 - Stage 2: CSC conducts due diligence and review of written proposal(s) 02/13/2017 02/14/2017 Notification by email of proposer(s) selected for further contract discussions and list of those selected posted on CSC website www.cscpbc.org/proposal-outcomes; Notification by email of proposers not selected for further contract discussions 02/15/2017- Stage 3: Discuss and finalize contract 03/03/2017 02/23/2017 Council consideration for approval of recommendation 03/06/2017 Notice of Intent to Award posted on CSC website at: www.cscpbc.org/proposal- outcomes NOTE: CSC reserves the right to adjust the timetable and any adjustments will be made available on the CSC website.
Page 4 of 19 SECTION 2: INTRODUCTION 2.1 WHAT WE ARE SEEKING Children s Services Council of Palm Beach County ( Council or CSC ) is seeking to select a vendor to provide approximately 105,000 new books to about 150 public schools, with delivery to take place in May 2017. The CSC Happily Ever After Begins with Reading campaign launched in September 2013 to help build a community that encourages reading with and to children at home, in school and in the community. As part of the campaign, Children s Services Council provides books to every child in Palm Beach County public school -- traditional and charter schools -- in grades Pre-K through 5. Through May 2016, more than 500,000 books have been distributed. Through this RFP, Children s Services Council seeks to contract with one individual or organization. Proposer(s) may apply as single entity or they may choose to apply with one or more other entities to fulfill the requirements of the RFP. Although CSC is seeking only one contractor, CSC is accepting collaborative proposals, which reflect the combined strength of the lead entity and other organizations. In that case, one organization must assume, and apply as, the contracting entity. If a collaboration is being proposed, it will be necessary to describe the specific roles of each entity as requested in the RFP. 2.2 THE COUNCIL Children s Services Council of Palm Beach County, a special district created by Palm Beach County voters in 1986 and reauthorized in 2014, provides leadership, funding, services and research on behalf of the county s children so they grow up healthy, safe and strong. 2.3 OVERVIEW OF CHILDREN S SERVICES COUNCIL The Council invests resources in programs and services that support the physical, social-emotional and psychological development of children. In order to have an impact in those areas, the Council has four goals: babies are born healthy and children are free from abuse and neglect, are ready to enter kindergarten, and have access to quality afterschool and summer programming. Supported by a blend of federal, state and local funding, our programs and systems are designed to achieve our goals by providing seamless, efficient and accountable prevention and early intervention services to Palm Beach County s children and families. These systems include: Healthy Beginnings, which provides comprehensive, integrated direct services to pregnant women, infants, and young children (ages 0-5 years). Strong Minds, which provides services to increase the quality of child care and afterschool providers. BRIDGES, which is a neighborhood-based strategy to achieve CSC s goals at a population level. BRIDGES address such issues as adult literacy, father involvement, maternal depression, teen pregnancy prevention, cyclical poverty and child development.
Page 5 of 19 The Council believes that by offering families the right approach and combinations of programs and services at the right time, in the right place, we will achieve our goals. By strengthening the system of care, which is built upon sound research and strong data, we can achieve our child outcomes. For additional information regarding CSC, please visit www.cscpbc.org SECTION 3: Spring 2017 Book Distribution 3.1 SCOPE OF SERVICES/SCOPE OF WORK The goal of Children s Services Council of Palm Beach County is to provide a book for 2017 summer reading to each child in traditional and charter schools from Pre-K through 5 th grade. Books should include fresh, diverse and current or topical titles appropriate for independent reading. RFP responses should include a list of proposed book titles, by grade categories listed below, that meet these criteria: Books should include a variety of characters or subjects that children can engage with and relate to, allowing boys and girls to see themselves as the hero or main character. The demographics for the targeted student population is approximately 28 percent non-hispanic African-American, 31 percent non- Hispanic white, and 34 percent Hispanic. Books should be English language. Book diversity may include family lifestyles such as (not limited to) single-parent or other alternative households, family members with special needs, adoptive or foster families, military families, etc. Wordless books and graphic novels may be included at appropriate age levels. Chapter books are favored for higher grade levels. Proposed books should be presented in three grade categories: n Pre-K; specifically, 3- and 4-year-olds (not younger children) n Kindergarten through 2 nd grade n 3 rd through 5 th grade To ensure students have adequate selection of book titles to choose from, a minimum of 20 different titles should be included in each grade category, though not necessarily at each school. Some schools may not receive all of the titles because they have fewer than 20 students in the grade category. CSC s goal is to provide choice and variety for students to choose their own book. For each book title, please list the year of publication, and indicate whether the book is part of a series, or a graphic novel, or is considered a chapter book. Books will be shipped directly to approximately 150 schools within Palm Beach County. The number of books for each school in each grade category is shown in Attachment A accompanying this RFP; please refer to it here: http://www.cscpbc.org/openprop. Note: Additional books will be shipped to the Palm Beach School District Warehouse. This shipment is also listed in Attachment A as PBCSD Library Media Services ; this will be a larger shipment than to any individual school site.
Page 6 of 19 All box labels should display the words CSC Happily Ever After and the grade category ( Pre-K, K-2 or 3-5 ) as well as the delivery information included in Attachment A. Proposer must be able to track delivery of individual shipments to sites with date, time, and name of person accepting the delivery. 3.2 TERM OF CONTRACT The Contract shall be effective for a period of one (1) year, with CSC having an option to renew for additional two (2) one (1)-year periods commencing on the date of the execution of the Contract. Contract renewals are at the discretion of Children s Services Council. The Contractor shall not assign or transfer any work, either in whole or in part, without prior written approval of CSC. Where a proposal sets forth a collaboration, which may involve one or more subcontracts, and the proposal is accepted by CSC, then approval of CSC for the subcontract(s) described is deemed given. SECTION 4: RFP PROCESS All proposals are to be signed by an official/individual who is legally authorized to bind the Proposer to the proposed activity. 4.1 LIMITATIONS ON CONTACTING CSC PERSONNEL This Request for Proposals is issued by Children s Services Council of Palm Beach County. The contact person listed below is the sole point of contact for this RFP: Jennifer Hardy, Operations Associate Jennifer.Hardy@cscpbc.org All contact shall be by email only Proposers are prohibited from contacting CSC personnel or Council members regarding this solicitation other than the person identified above. Any occurrence of a violation may result in the disqualification of the proposer. During the RFP period, Proposer(s) must not submit any forms of marketing or promotional materials that would raise the Proposer s profile or give the Proposer an advantage or benefit not enjoyed by other prospective proposers. 4.2 PROPOSER DISQUALIFICATION Failure to have performed any contractual obligations with CSC in a manner satisfactory to CSC will be sufficient cause for disqualification. To be disqualified as a proposer under this provision, the proposer must have:
Page 7 of 19 Previously failed to satisfactorily perform in a contract with CSC, been notified by CSC of unsatisfactory performance, and failed to correct the unsatisfactory performance to the satisfaction of CSC; or Had a contract terminated by CSC, by any other county or state agency, or by any Children s Services Council for cause. 4.3 INQUIRIES All inquiries requesting clarification regarding this RFP must be made in writing and emailed to the identified contact person by 01/25/2017. Copies of responses to all inquiries that require clarifications and/or addenda to the RFP will be made available no later than 5:00 PM, 01/27/2017 on CSC s website. 4.4 ACCEPTANCE OF PROPOSALS All responses must be received by CSC, via email, no later than 02/07/2017 by 2:00 PM. Sign, scan and attach all required document(s) in PDF format to email and send to: BIDS@cscpbc.org Subject: RFP 17-001 No changes, modifications or additions to the responses submitted will be accepted by, or binding on CSC after the deadline for submissions has passed. ALL EMAIL COMMUNICATIONS ARE DATE AND TIME STAMPED BY CSC S EMAIL SERVER. BIDS RECEIVED AFTER THE DEADLINE DATE AND/OR TIME WILL BE REJECTED AND WILL NOT BE OPENED BY CSC. CSC reserves the right to reject any and all responses or to waive minor irregularities when doing so would be in the best interest of CSC. A minor irregularity is defined as a variation from the RFP terms and conditions that do not affect the price of the application, or do not give the proposer an advantage or benefit not enjoyed by other prospective proposers, or do not adversely impact the interest of CSC. 4.5 NOTICE OF SELECTED PROPOSER(S) FOR CONTRACT DISCUSSIONS CSC will post a list of qualified Proposer(s) for contract discussions by 5:00 PM on 02/14/2017 on CSC s website: www.cscpbc.org/proposal-outcomes 4.6 CONTRACT DISCUSSION CSC will meet with the approved Vendor to review conditions of award of contract. The contract will be effective March 3, 2017.
Page 8 of 19 4.7 COUNCIL APPROVAL The Council may review and adopt or reject staff recommendations for award of contract at its scheduled February 23, 2017, meeting. THE CHILDREN S SERVICES COUNCIL RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS OR INFORMALLY NEGOTIATE CERTAIN PROVISIONS OF THE FINAL AGREEMENT WITH A QUALIFIED PROPOSER. SECTION 5: RFP RESPONSE 5.1 INSTRUCTIONS FOR SUBMITTING RESPONSE TO RFP All responses must be submitted on the RFP forms included in Section 6 (forms available on CSC s website www.cscpbc.org/openprop) Reference file name: RFP#17-001 Forms. All responses are to be signed by an official who is legally authorized to bind the Proposer to the proposed activity. IMPORTANT: All responses must be received via email no later than 2PM on 02/07/2017 per the deadline in the RFP. Proposers will receive an auto-generated confirmation email acknowledging receipt of the proposal. Do not respond to this email. This receipt does not verify that CSC has received a complete proposal that will be determined after opening all proposals at the time set forth in this RFP. CSC is not responsible for the email reputation of the Proposer s email account which may cause delays or undeliverable messages if your server has been blacklisted. To check your sender score, please utilize an email reputation service or use a service like http://www.senderbase.org/ to confirm that you have a good email reputation. CSC s email server has the capacity to accept large files but in some cases the Proposer s email server may delay sending email based on the size of attachments. Please ensure you allow ample time for transmission of files. CSC will not be responsible for emails received after the deadline. Proposals received after the deadline will not be considered. 5.2 INCOMPLETE RESPONSES Failure to respond to any item, including providing requested information, or failure to follow these instructions shall be considered submission of an incomplete response and may result in disqualification from further consideration. 5.3 RESPONSE FORMAT The written portion of your response is to be submitted on the RFP forms included in Section 6. The forms are available for download on CSC s website: www.cscpbc.org/openprop Reference file name: RFP #17-001Forms.
Page 9 of 19 5.4 RESPONSE REVIEW AND SELECTION CRITERIA Proposer selection will be based upon the following criteria prior to application during review and scoring process, if applicable, of Florida Business Preference, as required by F.S. 287.084: Criteria 1. Alignment with Scope of Services / Work outlined in Section 3.1 above. Proposed book titles will be evaluated for fresh, diverse and current or topical titles appropriate for independent reading. 2. Completeness of proposal in meeting all requirements outlined in this RFP and responses to questionnaire form below on deadlines and deliverables. Though not required, additional information about the company (no more than 2 pages) may be included with the questionnaire, and any added-value free material such as (not limited to) parental engagement collateral, school book fair display material or additional free books. Total Points 40 20 3. Cost 40 Total Possible Points 100 5.5 COMPLIANCE WITH SECTION 287.133, FLORIDA STATUTES In accordance with Section 287.133, Florida Statutes, persons and affiliates who have been placed on the convicted vendor list may not submit responses, contract with, or perform work (as a contractor, supplier, subcontractor or consultant) with CSC in excess of the threshold amount provided in Section 287.017, Florida Statutes, for Category Two for a period of thirty-six (36) months from the date of being placed on the convicted vendor list. Any response received from a person, entity or affiliate who has been placed on the convicted vendor list shall be rejected by CSC as unresponsive and shall not be further evaluated. 5.6 INSURANCE REQUIREMENTS The successful Proposer(s) shall comply with the following insurance requirements: Insurance i. Commercial General Liability, Required $1,000,000 per occurrence. ii. Workers Compensation Insurance limits per Chapter 440 of Florida Statute. Required if Proposer has employees engaged in the performance of work under this Agreement.
Page 10 of 19 The Provider shall furnish a Certificate of Insurance, naming the Council as an additional insured with respect to the Commercial General Liability of at least $1,000,000 as stated above. Waiver of Subrogation In the event of loss, damage or injury to the Proposer and/or the Proposer s property, the Proposer shall look solely to any insurance in its favor without making any claim against the Council. The Proposer hereby waives any right of subrogation against the Council, for loss, damage, or injury within the scope of the Proposer s Insurance, and on behalf of itself and its insurer, waives all such claims against the Council. 5.7 PREFERENCE FOR FLORIDA BUSINESSES When a special district is required to make purchases of personal property through competitive solicitation and the lowest responsible and responsive bid, proposal or reply is by a vendor whose principal place of business is in a state or political subdivision which grants a preference by that state or political subdivision, then the district shall award an equal preference to the lowest responsible and responsive vendor having a principal place of business within Florida. In a competitive solicitation in which the lowest bid is submitted by a vendor whose principal place of business is located outside the state, and that state does not grant a preference in competitive solicitation to vendors having a principal place of business in that state, the preference to the lowest responsible and responsive vendor having a principal place of business in the State of Florida shall be 5 percent. F.S. 287.084(1)(a). A vendor whose principal place is outside this state must accompany any written bid, proposal or reply documents with a written opinion of an attorney at law licensed to practice law in that foreign state, as to the preferences, if any or none, granted by the law of that state to its own business entities whose principal places of business are in that foreign state in the letting of any or all public contracts. F.S. 287.084(2). Please complete the form titled Proposer s Statement of Principal Place of Business, with the Legal Opinions on the same form, and include it with your submittal. As this is a statutory requirement, failure to submit will result in disqualification of your proposal.
Page 11 of 19 SECTION 6: SUBMITTAL DOCUMENTS The following documents can be downloaded from CSC s website at: www.cscpbc.org/openprop Reference file name: RFP #17-001 Forms Responses should be in Arial or Calibri minimum size 11 font and should be assembled in the following manner: Cover Page Complete this entire document, sign, scan and include with response. Must be signed. List of proposed book titles by grade category, with the information as required in section 3.1. Questionnaire Complete this entire document and include with response. Professional References - List three professional references, other than Children s Services Council of Palm Beach County s staff, associated with similar work previously performed by the Proposer preferably within the past 5 years. For each reference, please specify: a. Name, address, telephone number, email b. Project start date and duration c. Scope and cost of project d. Role in project e. Outcome of project Fixed Fee Provide a single cost for all books delivered to all of the sites as described in the RFP. Conflict of Interest Disclosure Form Complete this document, sign, scan and include with response. This document must include a signature. Proposer s Statement of Principal Place of Business/Legal Opinion For proposer(s) where principal place of business is not in Florida, this must be signed by an attorney licensed to practice in the state where your principal place of business is located. All proposers must submit the form.
Page 12 of 19 RFP FORMS REMINDER DEADLINE FOR SUBMISSION IS 2/7/2017 BIDS@cscpbc.org Subject: RFP # 17-001 REPLIES ARRIVING AFTER 2:00 PM ON 2/7/2017 WILL NOT BE CONSIDERED
Page 13 of 19 Submit this RFP response to: COVER PAGE BIDS@cscpbc.org Subject: RFP #17-001 RFP Title: Spring 2017 Book Distribution RFP #: 17-001 NAME OF FIRM, ENTITY, ORGANIZATION: NAME OF CONTACT PERSON: TITLE: PHONE NUMBER: FAX NUMBER: EMAIL: MAILING ADDRESS: CITY: STATE: ZIP CODE: HEADQUARTERS ADDRESS (If different than mailing address): FEDERAL EMPLOYER IDENTIFICATION NUMBER (EIN): STATE OF FLORIDA BUSINESS LICENSE NUMBER (If Applicable): DO NOT include Social Security number with this application; CSC will obtain if/when contracted. ORGANIZATION STRUCTURE (Please check one): Corporation LLC Partnership Proprietorship Joint Venture Other If Corporation or LLC, please provide the following: (A) Date of incorporation/formation (B) State or Country of incorporation/formation: I certify that this Proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I agree to abide by all terms and conditions of this RFP and certify that I am authorized to sign this Proposal and that this Proposal is in compliance with all requirements of the Request for Qualifications, including but not limited to, certification requirements. REQUIRED SIGNATURE Authorized Signature (Manual) (Authorized Signature (Print or Type) Title (Print or Type) COMPLETE & PRINT FORMS; SIGN THE COVER PAGE; SCAN INTO PDF FORMAT AND EMAIL TO CSC BY 2 PM ON DUE DATE
Page 14 of 19 QUESTIONNAIRE The following Questionnaire shall be completed and submitted with the Request for Qualifications. Proposer guarantees the truth and accuracy of all statements and answers herein contained. All responses should be in Arial or Calibri minimum size 11 font. 1. Describe your process / rationale for selecting book titles that align with the Scope of Services / Scope of Work in Section 3.1 of the RFP. 2. We recognize that availability of books may change while this contract is in place, and books originally proposed may not be available for fulfillment. Describe your process / rationale for notifying CSC of availability issues and how you will select substitute book titles. PLEASE NOTE: CSC must approve any book title substitutions. 3. Provide details of your book packaging facilities and shipping process to ensure delivery direct to each site for the timeline included in the RFP. 4. Have many years have you/your organization/company been in business? 5. Describe the most recent project of this nature that you have completed. 6. Have you ever failed to complete work awarded to you? NO YES If so, where and why?
Page 15 of 19 PROFESSIONAL REFERENCES List three clients, current or past that can serve as a reference on the development of similar work performed by the Proposer in the past five years. For each reference, please specify: a. Name, address, telephone number b. Project start date and duration c. Scope and cost of project d. Role in project e. Outcome of project Reference #1: Reference #2: Reference #3:
Page 16 of 19 FIXED FEE PURPOSE: The purpose and intent of this RFP is to secure a fixed and firm fee schedule and establish a - contract for book delivery. CSC intends to award contract to the lowest, responsive, responsible, qualified Proposer aligned with the requirements of the RFP. In the case of disputes in the award of contract, the decision by CSC shall be final and binding on both parties. PRICES SHALL BE FIXED AND FIRM FOR TERM OF CONTRACT: If the Proposer is awarded a contract under this solicitation, the prices quoted by the Proposer shall remain fixed and firm during the term of the contract. The Contract shall be effective for a period of one (1) year, with CSC having an option to renew for additional two (2) one (1)-year periods commencing on the date of the execution of the Contract. Contract renewals are at the discretion of Children s Services Council. INVOICES AND PAYMENT: Payment will be made within 30 days of receipt of invoice and acceptance of the delivered books. FIXED FEE: Provide a single cost for all books delivered to all of the sites as described in the RFP.
Page 17 of 19 CONFLICT OF INTEREST DISCLOSURE The Proposer certifies that this price is made independently and free from collusion. Proposer shall disclose below, to the best of its knowledge, any CSC Council member, employee, or any spouse, son, daughter, stepson, stepdaughter, or parent of any such officer or employee, who is an officer or director of, or has a material interest in, the Proposer s business. For purposes hereof, a person has a material interest if he or she directly or indirectly owns more than five percent (5%) of the total assets or capital stock of any business entity, or if he or she otherwise stands to personally gain if the contract is awarded to this vendor. Failure of a vendor to disclose any relationship described herein shall be reason for debarment. LIST NAME(S) AND RELATIONSHIPS (IF APPLICABLE) NAME RELATIONSHIPS (Print Name) (Print Name) REQUIRED SIGNATURE (Proposer s Signature)
Page 18 of 19 PROPOSER S STATEMENT OF PRINCIPAL PLACE OF BUSINESS MUST BE COMPLETED BY EACH PROPOSER Name of Proposer: If outside of Florida, identify political subdivision (county or municipality) in which proposer has its principal place of business: A proposer s principal place of business is determined as follows: 1. If the proposer is an individual or a sole proprietorship, then its principal place of business is in the state where the proposer s primary residence is located. 2. If the proposer is a business organization, then its principal place of business is in the state where the majority of the proposer s executive officers direct the management of the proposer s business affairs (known as the nerve center test). Identify state in which proposer has its principal place of business: If your principal place of business is the state of Florida, you do not need to proceed any further on this form. If CSC determines that a proposer has misrepresented its principal place of business, the proposal shall be rejected. NOTE: Florida Statute Section 287.042(2) states that A vendor whose principal place of business is outside of this state must accompany any written bid, proposal or reply documents with a written opinion of attorney at law licensed to practice law in that foreign state, as to the preferences, if any or none granted by the law of that state, or political subdivision, to its own business entities whose principal places of business are in that foreign state in the letting of any or all public contracts. (emphasis added) LEGAL OPNION REGARDING STATE BIDDING PREFERENCES (To be completed by the Attorney for an Out of State Proposer, please select one) The proposer s principal place of business is in the State of and it is my legal opinion that the laws of that state do not grant a preference in the letting of any or all public contracts to business entities whose principal places of business are in that state. The proposer s principal place of business is in the State of and it is my legal opinion that the laws of that state grant the following preference(s) in the letting of any or all public contracts to business entities whose principal places of business are in that state. (Please describe applicable preference(s) and identify applicable state laws):
Page 19 of 19 LEGAL OPINION REGARDNG POLITICAL SUBDIVISION BIDDING REFERENCES (To be completed by the Attorney for an Out of State Proposer, please select one) The proposer s principal place of business is in the political subdivision of and it is my legal opinion that the laws of that political subdivision do not grant a preference in the letting of any or all public contracts to business entities whose principal places of business are in that state. The proposer s principal place of business is in the political subdivision of and it is my legal opinion that the laws of that political subdivision grant the following preference(s) in the letting of any or all public contracts to business entities whose principal places of business are in that state. (Please describe applicable preference(s) and identify applicable state laws): Signature of out of state proposer s attorney Printed name of out of state proposer s attorney Address of out of state proposer s attorney: Telephone number of out of state proposer s attorney: Email of out of state proposer s attorney: Attorney s state(s) of bar admission: