RFP # 2377 CITY OF WESTFIELD PURCHASING DEPARTMENT Westfield, Mass., STEM PROGRAM OUTREACH FOR THE WESTFIELD PUBLIC SCHOOLS

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1 RFP # 2377 CITY OF WESTFIELD PURCHASING DEPARTMENT Westfield, Mass., STEM PROGRAM OUTREACH FOR THE WESTFIELD PUBLIC SCHOOLS The City of Westfield reserves the right to reject any or all proposals, to omit any item or items called for, or to accept the Proposal(s) deemed in the best interest of the City. This Request for Proposals is to be returned to the office of the Purchasing Director, 59 Court Street, Westfield, MA on or before 10:00 AM Tuesday December 18, 2012 sealed by the party making the offer. Send all communications to: City Purchasing Director, 59 Court Street, Westfield, MA 01085, ; fax or t.tefft@cityofwestfield.org The Bidder acknowledge receipt of the following addendums COMPANY NAME BUSINESS ADDRESS CITY, STATE & ZIP CODE TELEPHONE & FAX NO. AUTHORIZED OFFICER (print) AUTHORIZED SIGNATURE DATE 1

2 CITY OF WESTFIELD WESTFIELD PUBLIC SCHOOLS REQUEST FOR PROPOSAL RFP # 2377 STEM PROGRAM OUTREACH I. GENERAL INFORMATION AND PROPOSAL SUBMISSION REQUIREMENTS This proposal request is solicited to the general public and contract(s) will be awarded to the selected Proposer pursuant to the rules set forth in Chapter 30B of the Massachusetts General Laws, subject to Mayoral approval. The City of Westfield is seeking Proposals from qualified person(s) or firm(s) to provide STEM PROGRAM OUTREACH for the FY school year within the kindergarten, 1 st and 2 nd grade classes. The awarding Authority, the City of Westfield on behalf of the Westfield Public Schools, reserves the right to award each school to a different provider or to none at all if that is deemed to be in the best interest of the City of Westfield. All Proposals must be addressed and delivered to the Purchasing Director, Tammy Tefft, City of Westfield, 59 Court Street, Westfield, MA PROPOSALS must be received on or before 10:00 am on December 18, One Original and two (2) copies of both the Price and Non-Price Proposals should he submitted. PROPOSALS also must be sealed and marked as follows: "PROPOSALS for Westfield Public School-STEM Program Outreach, RFP 2377". Originals for both the Price and Non-Price Proposals should also be clearly labeled as such. Minority Business Enterprises have full opportunity to submit Proposals in response to this advertisement and will not be discriminated against on the grounds of race, color, sex, religion or national origin in consideration for an award. PROPOSAL SIGNATURE A PROPOSAL must be signed as follows: 1) if the proposer is an individual, by her/him personally; 2) if the proposer is a partnership, by the name of the partnership, followed by the signature of each general partner; and 3) if the proposer is a corporation, by the authorized officer, whose signature must be attested to by the clerk/secretary of the corporation, and with the corporate seal affixed. 2

3 TIME FOR ACCEPTANCE The contract will be awarded within 90 days after the PROPOSAL evaluation is complete, however as time is of the essence the City anticipates award within days. CHANGES and ADDENDA If any changes are made to this Request for Proposal, an addendum will be issued. Addenda will be mailed, ed and/or faxed to all proposers on record as having picked up the PROPOSAL. Proposers are responsible for providing all proper contact information. RIGHT TO CANCEL/REJECT PROPOSALS The City of Westfield may cancel the PROPOSAL, or reject in whole or in part any and all Proposals. The City of Westfield reserves the right to determine that cancellation or rejection may serve the best interests of the City of Westfield-Public Schools. II. DESCRIPTION/SCOPE OF SERVICES GENERAL DESCRIPTION The City of Westfield is seeking Proposals from qualified person(s) or firm(s) to provide STEM Program Outreach to the kindergarten, 1 st and 2 nd grade classes throughout the specific Westfield Public Elementary Schools for FY school year. What is STEM Education? The acronym STEM stands for Science, Technology, Engineering, and Mathematics. This program was started by Judith A. Ramaley, the former director of the National Science Foundation s education and human-resources division. This approach to education is designed to revolutionize the teaching of subject areas such as mathematics and science by incorporating technology and engineering into regular curriculum by creating a meta-discipline. There is more; STEM Education attempts to transform the typical teacher-centered classroom by encouraging a curriculum that is driven by problem-solving, discovery, exploratory learning, and require students to actively engage a situation in order to find its solution. Integration of Curriculum The four parts of STEM have been taught separately and most of the time independent from each other for years. By adopting the STEM philosophy Science, Technology, Engineering, and Mathematics all play an integral part in the teaching of the whole. The science, engineering, and mathematics fields are made complete by the technology component that provides a creative and innovative way to problem solve and apply what has been learned. All students benefit from the STEM program because it teaches independent innovation and allows students to explore greater depths of all of the subjects by utilizing the skills learned; these skills are going to be required in order for today s students to be tomorrow s global leaders. All jobs are requiring workers to have a greater ability to think critically, work as a member of a team and independently. 3

4 DESCRIPTION OF REQUESTED PROGRAM The Program would allow the Westfield Public School Kindergarten, 1 st and 2 nd grade classes to experience hands on science, technology, engineering and mathematics at their school in their classroom. This program is intended to allow a large majority of Westfield students and teachers an enriching STEM experience. The Program must be aligned with Westfield Public Schools Science, Technology, Engineering and Mathematics curriculum. The Program must provide all teachers with a Pre Activity to introduce the concepts and a Post Activity along with supplies as needed. This model is inquiry based and should allow teachers and grant recipients to work together to provide a more complete experience for the students. The goal of the program should be to instill a desire in the children to learn science, technology, engineering, mathematics and to continue on throughout their educational life time. The targeted elementary schools are: Abner Gibbs; Franklin Avenue; Paper Mill; Highland; Juniper Park; Munger Hill and Southampton Road Elementary School. CONTRACT TERM LENGTH AND RENEWAL OPTIONS The contract shall be from the remainder of FY school year with an option to renew under the same terms and conditions for two additional one-year terms from the first instruction day in, 2013 to the last instructional day in 2014 and first instructional day in, 2014 to the last instructional day in This option is exercisable at the sole discretion of the City of Westfield and with appropriation of funding from the City Council in the preceding years. INSURANCE Proposer shall purchase general comprehensive liability insurance, naming the City and the Westfield Public Schools as an insured and providing such insurance coverage for the duration of this License Agreement, in an amount satisfactory to the City of Westfield and the Westfield Public Schools. Proposer, for itself, its contractors, successors and assigns, does hereby release, remise, acquit and forever discharge the Licensor and the Licensor s officers, agents, contractors and employees of and from any and all actions, causes of action, claims, costs and expenses, including attorneys fees, on account of, or in any way arising out of the exercise, by the Proposer, of its rights under this Agreement. Without limiting the generality of the foregoing, this release includes, but is not limited to, a release of all claims as may arise for personal injury, including death, damage to property, loss of services, lost profits and specifically includes a release of and from any consequential damages. The Proposer shall indemnify and hold the City of Westfield and Westfield Public Schools harmless against any claim of liability from any third party who claims injury of any nature related to, directly or indirectly, the exercise by the Proposer of its rights under the Agreement. This obligation to indemnify and hold harmless includes, but is not limited to, any claim of liability or loss from personal injury, including death, or property damage resulting from or arising out of the use and occupancy of the premises. 4

5 III. QUALITY REQUIREMENTS Minimum Requirements Proposers must have at least two (2) years of experience providing STEM Program Outreach. The proposer must include at least one (1) reference from school districts where the proposer has successfully provided a similar service. The Westfield Public Schools may be used as one of these references. Proposers must include copies of any current license(s) needed to provide this service that are required by local and/or state authorities. 1. Describe your STEM curriculum. 2. Provide a sample curriculum, including the Pre and Post Activity, 3. How do you handle equipment, supplies, consumables and furniture needed for program operations? 4. How do you communicate with parents of children in your program? 5. How does your program account for each program participant s presence on an initial and on-going basis? COMPARATIVE EVALUATION CRITERIA If the proposer meets all the above quality requirements then the comparative evaluation criteria listed below shall be used to rank Proposals. Also below are the standards a proposer must meet in order to receive the described ranking. 1. SUCCESS IN PROVIDING A SIMILAR PROGRAM Proposers must demonstrate success in providing a similar program. Preference will be given to the proposer whose supporting documentation and references clearly demonstrate that they have successfully run a similar program in at least two school districts. Highly Advantageous: The proposer has successfully run a similar program in at least one school districts of similar size for at least two years each. Advantageous: The proposer has successfully run a similar program in one school districts but for less than two years or has run a similar program in fewer than two districts but for two or more years. Non-Advantageous: The proposer has run a program that is not similar in one school district. 2. QUALITY OF THE PLAN OF SERVICE AS IT RELATES TO ITEMS Highly Advantageous: The Plan of Service not only shows detailed and complete knowledge of and compliance with a STEM Outreach Program. Advantageous: The Plan of Service shows knowledge of and compliance with a STEM Outreach Program. 5

6 Non-Advantageous: The Plan of Service shows some knowledge of and compliance with a STEM Outreach Program V. RULE FOR AWARD The City of Westfield will award the contract(s) to the responsible and responsible proposer(s) offering the most advantageous Proposal taking into consideration all the evaluation criteria set forth in this RFP as well as price. IV. PROPOSAL PRICING SHEET The successful proposer must state the fee for services and include a comprehensive payment structure. All Payments will be made after services are rendered. VII. NON-COLLUSION FORM AND TAX COMPLIANCE FORM All bidders must sign attestation clause regarding Massachusetts State tax returns and Certificate of Non-Collusion and submit it with their Bid. Failure to sign or submit the Non- Collusion Certificate with the bid will be cause for that bid to be rejected. VIII. ADDITIONAL CONTRACT TERMS AND CONDITIONS The successful proposer will receive one original of the contract at the earliest possible date for their signatures. After signing and returning the contract, one copy will be returned to the proposer, and will thereupon constitute a binding contract between the City of Westfield and the proposer. INSURANCE COVERAGE: General - The Vendor shall before commencing performance of the Contract be responsible for providing and maintaining insurance coverage in force for the life of the Contract of the kind and in adequate amounts to secure all of the obligations under the Contract and with insurance companies licensed to write insurance in the Commonwealth of Massachusetts. All such insurance carried shall not be less than the kinds and amounts designated herein, and the Vendor agrees that the stipulation herein of the kinds and limits of coverage shall in no way limit the liability of the Vendor to any such kinds and amounts of insurance coverage. All policies issued shall indemnify and save harmless the City of Westfield, its agents and employees from any and all claims for damages to persons or property as may rise out of the performance of this Contract. Vendor s Comprehensive General Public Liability and Property Damage Liability Insurance - The Vendor shall carry Comprehensive General Liability Insurance providing for a limit of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages arising out of bodily injury to or death of one person, and subject to that limit for each person, a total limit of not less than One Million Dollars ($1,000,000.00) for all damages arising out of bodily injuries or death of two or more persons in any one accident; and Vendor s Comprehensive Property Damage Liability Insurance providing for a limit of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages arising out of injury to or destruction of property in any one accident, and subject to that limit per 6

7 accident, a total (or aggregate) limit or not less than One Million Dollars ($1,000,000.00) for all damages arising out of injury to or destruction of property during the policy period. Comprehensive Automotive and Property Damage Insurance - The Vendor shall carry Automobile Insurance covering all owned vehicles, hired vehicles or non-owned vehicles under the control of the Vendor while performing work under the Contract in the amount of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages arising out of bodily injuries to or death of one person and subject to that limit for each person, a total of not less than One Million Dollars ($1,000,000.00) for all damages arising out of bodily injuries to or death of two or more persons in any one accident; and Property Damage coverage in the amount of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages to or destruction of property. The Vendor must carry Workman s Compensation Insurance in the amounts prescribed under Massachusetts State Law and meet all other City and State Laws and Regulations. No cancellation(s) of such insurance, whether by the insurer or by the insured party shall be valid unless written notice thereof is given by the parties proposing cancellation to the other party and to the City of Westfield at least fifteen (15) days prior to the intended effective date thereof, which date shall be expressed in said notice, which shall be sent by registered mail, return receipt requested. These provisions shall apply to the legal representative(s), trustee in bankruptcy, receiver, assignee, trustee, and successor(s) in interest of the Vendor. All insurance coverage shall be at the sole expense of the Vendor and shall be placed with such company as may be acceptable to the City of Westfield and shall constitute a material part of the contract documents. Failure to provide written proof to City and continue in force such insurance as aforesaid shall be deemed a material breach of the contract, and may constitute sufficient grounds for immediate termination of the same. 7

8 CERTIFICATE OF NON-COLLUSION AND TAXATION ATTESTATION CLAUSE As required under Chapter 233 and 701 of the Mass. Acts and Resolves of 1983, all bidders must certify to the following, by signing this page in the space indicated below. 1. The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion of fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union committee, club, or other organization, unity or group or individuals. 2. "Pursuant to M.G.L. Ch 62C, sec. 49A, I certify under the penalties of perjury that I, to my best knowledge and belief, have filed all state tax returns and paid all state taxes required under law". Authorized Officer (Print) *(Authorized Signature) (Name of business) (Social Security No. or Federal Identification No.) *Approval of a contract or other agreement will not be granted unless the applicant signs this certification clause. This does not constitute the legal signature required for the bid or proposal on page one. 8

9 FORM FOR RFP Having fully examined, read, and in understanding of the specifications for this job and being familiar with all of the conditions surrounding the proposed work and or supplies, including any addenda for which receipt of is acknowledged below, the undersigned proposes to complete all work as specified in this invitation to bid for the price stated below: Company Information: Name Address Telephone Fax FID # 9

10 Signature for Individual Name of Company Telephone Number Name and Title of Individual Authorized to Sign Fax Number Signature Date Signature for Partnerships (must be signed by ALL general partners) Name of Partnership Date Name and Title of Partner Signature Name and Title of Partner Signature Name and Title of Partner Signature Telephone Number of Company Offices Fax Number of Company Offices Use additional sheet it necessary 10

11 Signatures for Corporation Name of Corporation Date Printed Name and Title of Duly Signature Authorized Company Officer Corporate Seal (affix below) Telephone Number Fax Number Address FID Number Signature of Clerk Please furnish the following additional information: Incorporated in what state? President: Treasurer: Secretary: If you are a foreign (out of state) corporation, are you registered with the Secretary of the Commonwealth in accordance with the provisions of M.G.L. Chapter 156D 15.03? 11

12 REFERENCE FORM Proposer: RFP Title: Proposer must provide references for: The proposer must include at least one (1) references from school districts where the proposer has successfully provided a similar service. The Westfield Public Schools may be used as one of these references. Reference #1: Contact #1: 12

13 Pricing Form Please list under separate cover a breakdown for the program including a total yearly fee. Remainder of FY FY FY $ $ $ The City of Westfield does not guarantee awards in FY and FY and all awards are based on appropriation from council. 13