DOCUMENT
99 -- CHILDCARE PROVIDER - Attachment
- Notice Date
- 6/7/2017
- Notice Type
- Attachment
- NAICS
- 624410
— Child Day Care Services
- Contracting Office
- Department of Veterans Affairs;VA Boston Healthcare System;1400 VFW Parkway;West Roxbury MA 02132
- ZIP Code
- 02132
- Solicitation Number
- VA24117N0420
- Response Due
- 6/21/2017
- Archive Date
- 7/6/2017
- Point of Contact
- Melissa Conway
- E-Mail Address
-
3-5951<br
- Small Business Set-Aside
- N/A
- Description
- SOLICITATION FOR A CHILD CARE PROVIDER Page 1 of 12 VA241-17- SOLICITATION FOR CHILDCARE PROVIDER AT THE VA BOSTON HEALTHCARE SYSTEM (VABHS) 1400 VFW PARKWAY WEST ROXBURY, MA 02132 ISSUED: OFFERS DUE: SUBMIT OFFERS TO THE FOLLOWING: Attn: Melissa Conway Director s Office (00) VA Boston Healthcare System 1400 VFW Parkway West Roxbury, MA 02132 Melissa.conway@va.gov INTRODUCTION: The VA Boston Healthcare System, herein referred to as the VABHS is seeking a professional provider for the on-site childcare center located at 1400 VFW Parkway, West Roxbury, MA 02132. The childcare center is located in space controlled by U.S. Department of Veterans Affairs. The child care center is established under 38 USC 8122 and 40 USC 590. Title 40 USC Sec.590 (formerly 490b) identifies the need for quality childcare services in the federal sector. Under this authority, federal employees receive priority rights to enrollment in the childcare center, and at least 50 percent of the children enrolled must be children from federal families. In accordance with 38 USC 8122 the center may receive space free of charge of rent, utilities, equipment, and/or janitorial services for a nominal fee of $1 per year. For-profit providers may be subject to market rates for rent and/or services. All other costs are the responsibility of the Provider. A Provider will be selected to operate the childcare center consistent with the requirements of this request. The selected Provider will be required to enter into a lease of space agreement (VA FORM 10-6056a) with the VABHS based on the terms and conditions of this request and those outlined in Attachment A. The childcare center shall help enhance the children s growth and development, and provide satisfactory childcare services in accordance with MA state standards; NAEYC (National Association of Education for Young Children) and federal child care standards, and the parents of the enrolled children. VA Boston Healthcare System reserves the right to make periodic inspections of the facilities to assure the quality of care being provided. Any reports generated by or for the State of Massachusetts Department of Children and Families (DCF) concerning operation or licensing of the child care center will be made available to the VABHS Medical Center Director by the Provider. The Provider is required to notify the VA and DCF of any children that may be suspected victims of child abuse or neglect. CHILD CARE CENTER DESCRIPTION: The childcare center at West Roxbury was originally established in 1990. The most recent provided discontinued operations in fall 2016. The plan is for a new provider to assume operations in fall 2017. The center is located at Bldg. No. T89 and occupies approximately 1680 square feet consisting of two classrooms and a multipurpose class room plus a kitchenette/office equipped with a sink. A large fenced in outdoor playground is located behind the building. Previously, the centers licensed capacity was approximately 24 children. Ages of children included fifteen months to five years old. The center does include a kitchen. A catered lunch program may or may not be provided. The cost of snacks and meals may be included in tuition fees. VA Boston Healthcare System cannot guarantee enrollment; traditionally the center has been enrolled at one- third to one-half capacity. GOVERNMENT FURNISHED ITEMS AND EQUIPMENT The VA will provide, at a cost of $1.00 to the Provider, the space for the childcare center, and provide approved fixture-type improvements, including partitions, lavatories, kitchen sinks, plumbing, electrical and telephone outlets, tile, window blinds, office standard lighting and lighting fixtures. During operation, the VA will provide, at no cost to the Provider, mechanical maintenance and utilities (including heat/air conditioning, lights, electricity, garbage, sewer and water). Janitorial service will include cleaning/waxing of floors as requested. All other levels of cleaning will be the responsibility of the Provider. Maintenance and repair service will be to all building structures to include: walls, floors, sinks, toilets, light fixtures, kitchen appliances, playground area, playground equipment, and office furniture, which will remain the property of the Medical Centers. The VA Boston Healthcare System will provide an Out-lease for the provider to use U.S. Government property. The VA Boston Healthcare System will be party to no other agreements except this Out-lease for the space and physical facilities. If, for any reason, the VA does not have a continuous Out-lease with the Provider, the VA shall have the right to terminate its agreement(s) with the Provider at no cost to the VA Boston Healthcare System. The VA will furnish the Provider a ninety (90) day written notice prior to termination. GENERAL REQUIREMENTS: The center will generally operate from 7:00 a.m. to 6:00 p.m. Monday through Friday all year and may be closed on federally recognized holidays as designated by VA Boston Healthcare System. The Provider will normally be expected to operate the center, even in inclement weather, as the VA hospital must serve its patients, regardless of weather. The Provider and the VA Boston Healthcare System must mutually agree upon changes to the operating schedule. No portion of work may be subcontracted without the written consent of the VA Boston Healthcare System. PROVIDER RESPONSIBILITIES: The Provider shall perform all tasks necessary for the turnkey operation of a high quality Child Care Development Center. The Provider shall obtain a license from the State of Massachusetts to provide services for approximately 24 children, at the West Roxbury Childcare Center. VA employees will receive a reduced rate of 20% per week from the recommended Massachusetts rate for Suffolk County (for full time, part time, and full day drop off services or as agreed by the parties). The center will generally operate from 7:00 a.m. to 6:00 p.m. Monday through Friday all year and may be closed on federally recognized holidays as designated by VA Boston Healthcare System. The Provider will normally be expected to operate the center, even in inclement weather, as the VA hospital must serve its patients, regardless of weather. The following materials shall be supplied by the Provider as part of the ongoing responsibility and cost of running the center: expendable facility related supplies such as dishwashing soap, cleaning supplies, and paper products, expendable program materials such as educational materials, paper, paints, pencils and crayons, computers and office machinery and office supplies. Specific tasks include, but are not limited to the following: Educational program development including preparation of a curriculum emphasizing the whole needs of the child and the freedom of the child to develop at his or her own rate. Certain basic curriculum areas generally recognized as essential to child development should be recommended. The curriculum must be designed to permit a wide range of experiences, which will strengthen the development in the areas of attention, perseverance, listening skills, concept formation, and recognition of relationships, reasoning, and judgment and language skills. Religious teaching and dissemination of religious material is not allowed. Establishing and maintaining procedures for selection of qualified staff which meet the requirements for the contract and all licenses and permit requirements. Establish and maintain a training program for staff through ongoing in-service training techniques. The staff shall meet the necessary staffing requirements to conform to the current NAEYC ratios. The provider is responsible for hiring employees. All employees who work with the children are required to have completed cardio- pulmonary resuscitation (CPR) training that includes infant and child resuscitation. All employees who work with the children are required to have training in identification of child abuse and neglect and reporting requirements within 60 days of hire. All employees, including the Child Care Center Director, are required to go to the VA Security Office for fingerprinting and pass a VA security clearance (CNACI) in accordance with Appendix B, VHA Handbook 1025.02, CHILD CARE SERVICES ON VETERANS HEALTH ADMINISTRATION (VHA) PROPERTY. Obtaining necessary insurances and licenses consistent with the State of Massachusetts and NAEYC guidelines, including fire and liability insurance. Liability insurance should include for bodily injury. The Provider shall provide proof of a comprehensive liability policy with limits of $1,000,000.00 per person and $3,000,000.00 per accident as respects to bodily injury. The Provider shall insure VA Boston Healthcare System through a rider to the Provider s liability insurance policy. The policy shall be effective at least one week before the center opens or the facility is staffed. The policy should state that the insurance company would provide written notification to the VA Boston Healthcare System of their intent to modify or cancel the policy, minimally 30 days in advance of effective date of cancellation. Developing standard operating policies and procedures for operation of the child care center. Establish and maintain a system of quality control over the program, ensuring that all contract requirements are met. Meet monthly with and accept guidance from the VA Boston Healthcare System. The Planner will be the Provider s point of contact for special situations and emergencies. Prepare written health policies which meet the approval of a sanitarian, registered nurse or nutritionist and which cover all aspects including but not limited to: diaper changing procedure, care of diapers, type of feeding with specific formula and menus indicated, provision of cleaning of children when soiled, care of bed linen, food preparation area sanitation, bathroom and sink sanitation, cleaning of toys, etc. Provide an accounting system with general ledger, accounts receivable (including preparation of bills for collection of fees) and accounts payable. The provider shall assess and collect fees from users. Provide evidence of financial responsibility to VA Boston Healthcare System. This will be achieved through the following: The Provider may be required to provide VA Boston Healthcare System with an annual audit of the center s financial books, records, and expenditures by an outside, independent, certified auditor or accountant. The audit shall reflect the financial status of the center and no other center with which the Provider has a relationship will be included. The offeror will publicize and market the center as appropriate. Establish and maintain a system for reporting program activities to the VA Boston Healthcare System. In the event the center is not filled to capacity at any time, the Provider will actively recruit new enrollees. Establish and maintain a child security system, including procedures for receiving a child and releasing the child at the end of the care period. Develop written procedures that will be followed in the event of an emergency (fire, illness, accident) in accordance with requirements of the Federal Protection Agency, State of New York, and NAEYC requirements. Emergency phone numbers for poison control, fire and emergency medical care shall be posted by each telephone. Written policies for discipline, parent visitation and nursing mothers access shall be developed. The Provider will publicize and market VHA s Child Care Tuition Subsidy Program. All child care centers operating on VHA-owned or leased property are required to achieve NAEYC accreditation within three years of operations. Centers are eligible for NAEYC accreditation after one year of operation. PERIOD OF PERFORMANCE The VA Boston Healthcare System will initially conduct a review of the Provider s performance after the first six (6) and twelve (12) months of performance. The period of performance shall continue indefinitely unless the Provider fails to meet the requirements specified in this request, the contract, and the lease agreement. A ninety (90) day written notice from the VA and a six (90) day written notice from the Provider is required to terminate the lease. If the VA Boston Healthcare System identifies any performance problem, a 30-day cure period is allowed for correction of the problem after written notice is issued from the VA. This period may be shortened at the discretion of the VA depending on the severity of the infraction. If the Provider fails to meet the requirements specified in this cure notice, the VA may terminate for default under the terms and conditions of the resultant agreement. PROPOSAL FORMAT All responses must be received no later than 4:00 p.m. local time, on May 30, 2017 to the following person at the following address: Attn: Melissa Conway Director s Office (00) VA Boston Healthcare System 1400 VFW Parkway West Roxbury, MA 02132 Melissa.conway@va.gov All offerors shall submit their proposals in two separate sections: Technical proposal and Cost proposal. The technical proposal shall contain no references to or discussion of cost. The amount of detail to be presented in addition to that required below is left to the discretion of the offeror. The information presented must be sufficient for the VA Boston Healthcare System to make a comprehensive evaluation of the offerors proposed performance. The proposal should demonstrate the offerors understanding of the solicitation requirements and its ability to meet those requirements in a clear, concise and logical manner. Although this specifies the minimum required for the proposal, offerors are encouraged to submit any additional information that they believe may be of interest. TECHNICAL PROPOSAL Each offeror shall furnish written data regarding its technical capabilities as it relates to the factors listed below. This data shall be in sufficient detail to allow the VA Boston Healthcare System to evaluate all proposals. The offeror shall describe in sufficient detail their corporate / business experience in the tasks listed in the Statement of Work and include the following: Describe your center s philosophy, and mission statement. This should include the three most important goals of a childcare program. In no more than one page, describe the overall curriculum philosophy and approach. Attach any printed materials you have developed describing your program. If a particular curriculum model is subscribed to, name it. Staffing patterns with accompanying staff qualification (e.g., if a head teacher and assistant are assigned a particular classroom, list the types of credentials and/or experience each should have.) Staffing patterns should reflect all parts of the day. A sample schedule of daily activities and special activities. Schedules for obtaining local and/or state licenses and NAEYC accreditation. Five references (names, affiliations, telephone numbers) that have firsthand knowledge of your ability to successfully perform the requirements of this request. FAILURE TO PROVIDE ANY OF THE ABOVE INFORMATION MAY RENDER THE PROPOSAL NONRESPONSIVE AND THEREFORE NOT CONSIDERED FOR AN AWARD. COST PROPOSAL It is the intent of the VA Boston Healthcare System that the Child Day Care Center be a self-sustaining operation in compliance with all State of Massachusetts, NAEYC, and Federal childcare regulations. This means that all funds required to run the center will be derived from fees charges to the users of the center. There will be a federal employee s day care rate and a community rate. The VA Boston Healthcare System will assume NO responsibility for the billing or collection of fees. The space will be provided rent free to the provider(s). Utilities, including heat and electricity will be provided free. No further subsidies will be provided to support the day-to-day operational costs. The cost proposal shall include the fees to be charged the users on a monthly basis and as a line item show the costs of providing Directors and Officers liability insurance for the Day Care Center and the VA Boston Healthcare System. A detailed budget within the parameters of anticipated income/expense must be included for part-time/drop-in program. Appendix (A) and (B) contain sample annual budget descriptions, which can be completed and submitted for review. Responses to the following financial questions shall be included: What are your payment policies regarding children s sick and vacation days? What alternative payment schedules will you offer the parents? What do you expect to pay for startup expendables? Equipment, etc. What salaries and benefits do you provide for your staff? Does your organization have a profit or nonprofit tax structure? How is your organization managed? Board of Directors, Regional Manager, Owner/Operator, Other, explain. Please list names, titles of all members of your Board of Directors and Management. SELECTION CRITERIA VA Boston Healthcare System will select a successful responsible offeror resulting from this solicitation whose offer conforms to our request and is most advantageous to the VA. VA Boston Healthcare System will select the operator whose proposal has the best cost/technical relationship. Any or all proposals may be rejected. Selection may be made of other than the lowest offer and minor informalities and irregularities in an offer may be waived at the discretion of VA Boston Healthcare System. The VA reserves the right to make multiple awards if deemed necessary. The award may be based on initial offers received without discussions. Negotiations may be conducted to give offerors the opportunity to modify their proposal and/or adjust their price if they so desire. All proposals shall be firm and final offers are valid for a period of 120 days following proposal submission date. The VA will not in any way be liable or responsible for any costs incurred in connection with the preparation of any proposal submitted in response to this RFP. The following factors, which are not listed in order of importance, will be used to evaluate the proposals: Prior experience with set up, implementation and management of a day care center Qualifications of key personnel Quality of the staff Staff certifications Curriculum Tuition fee structure to include full time and part time Childcare center operation budget End of Evaluation Criteria APPENDIX A Sample Budget BUDGET PROJECTIONS START UP BUDGET FOR DAY CARE CENTER INCOME Cash on Hand Bank Loan Gifts and Contribution Fund-raising events Other TOTAL INCOME EXPENDITURES Personnel Person(s) who plan(s) and implement(s) start-up period Staff employed before children are enrolled Fringe benefits(%) Training of new staff Contract services and Consultants Lawyer Other Supplies-Office Occupancy Telephone Other Furniture and Equipment Furniture and Appliances Education equipment for Children Outdoor Equipment Initial Supplies (art, food, maintenance) Board Meetings, Parents Meetings License Fees Insurance Directors & Officers Insurance Publicity / Advertising Payment into Cash Reserve Other SUBTOTAL TOTAL EXPENSES APPENDIX B - Sample PROJECTED ANNUAL BUDGET-Sample TWELVE-MONTH OPERATION COST PROPOSAL Fees per Week Full Time Part Time Overtime Full Day Drop In Partial Day Drop In Number of Children 15 Months to 30 Months 30 Months to 5 Years Before School After School 5 Years and Older Personnel Expenses Salaries Director Associate Director Group Supervisor Teachers Aides Others (please list) Fringe Benefits ___% Payroll Related Expenses Staff Training Total Fixed Operating Expenses Variable Operating Expenses: Food and Snacks Art and Educational Materials Equipment Replacement Inside Equipment Outside Type Equipment Field Trip Professional services (Please list) Janitorial (other than VAMC) Repairs and Maintenance Maintenance Supplies Total Variable Operating Expenses Allowance for Contingencies TOTAL EXPENSES EXPENDITURE PERCENTAGES Percent Personnel Related Percent Fixed Operating Percent Variable Operating
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- File Name: VA241-17-N-0420 VA241-17-N-0420_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3559434&FileName=VA241-17-N-0420-004.docx)
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- File Name: VA241-17-N-0420 VA241-17-N-0420_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3559434&FileName=VA241-17-N-0420-004.docx)
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