Memorandum To: All Forsyth County Child Care Centers (Licensed) From: Clinton Thomas, Director of Procurement Phone: 336-917-6083 cthomas@haws.org Date: July 25, 2012 Re: Request for Quote (RFQ No. 0123) Attached please find the above referenced invitation to respond to (RFQ No. 0123). If you have any questions concerning the invitation please feel free to email them to me at the above noted address. Submission of verbal questions is not permitted. Thanks for any interest you may have regarding the invitation.
PROCEDURE: Quoters must submit proposed pricing where provided on the last page of this form only! The HA will accept the proposed pricing in person, by fax, email or by mail delivery only! The HA will NOT accept proposed pricing verbally or by telephone! 1.0 HA CONTACT: All questions pertaining this RFQ shall be addressed to Clinton Thomas (hereinafter, the Contracting Officer or CO), Telephone: 336-917-6083; e-mail: cthomas@haws.org. The release date for this (RFQ) is July 25,2012. 2.0 APPLICABILITY: By submitting a quote to the HA, the firm or individual doing so (hereinafter, "the quoter") is automatically agreeing to abide by all terms and conditions listed herein. 3.0 HA RESERVATION OF RIGHTS: The HA reserves the right to: 3.1 Reject any or all quotes, to waive any informalities in the RFQ process, or to terminate the RFQ process at any time, if deemed by the HA to be in the best interest of the HA; 3.2 Terminate a contract awarded pursuant to this RFQ at any time for its convenience upon delivery of a 10-day written notice to the apparent or successful quoter; 3.3 Reject and not consider any quote that does not, in the opinion of the CO, meet the requirements of this RFQ, including but not necessarily limited to incomplete quotes offering alternate (not including or equal items) or non-requested items or services; 4.0 QUOTER S RESPONSIBILITY: Each quoter must carefully review and comply with all instructions provided herein, and provided within any named attachments. 5.0 DEADLINE: Each quoter shall submit his/her proposed quotes, prior to the posted deadline, as provided for herein. Whereas this is an informal solicitation process, the HA reserves the right to extend the posted deadline at any time prior to the deadline, if, in the opinion of the CO, it is in the best interests of the HA to do so. 6.0 HOLD PRICES: By submitting a quote, and whereas the quote sum submitted is a firm-fixed quote, each quoter thereby agrees to "hold" or not decrease the proposed quote prices during the proposed (5) five year term of the work. 7.0 CONTRACT: The HA will procure the applicable goods or services by issuance of a contract. By submitting a quote, the successful quoter thereby agrees to confirm Page 1
receipt of the contract in the manner directed by the HA. 7.1 AWARD CRITERIA: If an award is completed pursuant to this QSP, and unless otherwise instructed in writing by the CO, award shall be made to the responsive and responsible quoter that submits the lowest cost and meets all qualifications as a provider. 8.0 INVALID OR ALTERNATE QUOTES: Failure to complete and submit all required information, or to add any additional requirements not acceptable to the HA, may invalidate the quote submitted. Furthermore, the HA shall reserve the right to reject, without consideration, alternate quotes, meaning those that do not meet the requirements of this RFQ. 9.0 QUOTE COSTS: There shall be no obligation for the HA to compensate any quoter or prospective quoter for any costs that he/she may incur in responding to this RFQ. 10.0 SITE COSTS: Each quoted sum submitted shall include completion of the specified services at the HA site or location, as specified within this RFQ or on the contract issued. 11.0 UNAUTHORIZED SUB-CONTRACTING PROHIBITED: The successful quoter shall not assign any right, nor delegate any duty for the work proposed pursuant to this RFQ (including, but not limited to, selling or transferring the ensuing PO or contract) without the prior written consent of the CO. Any purported assignment of interest or delegation of duty, without the prior written consent of the CO shall be void and may result in the cancellation of the PO or the contract with the HA. 12.0 LICENSING AND INSURANCE REQUIREMENTS: Prior to award (but not as a part of the quote submission) the successful quoter will be required to provide: 12.1 An original certificate evidencing the quoter s current industrial (worker s compensation) insurance carrier and coverage amount; 12.2 An original certificate evidencing General Liability coverage, naming the HA as an additional insured, together with the appropriate endorsement to said policy reflecting the addition of the HA as an additional insured under said policy (minimum of $1,000,000 each occurrence, general aggregate minimum limit of $2,000,000, together with damage to premises and fire damage of $200,000 and medical expenses any one person of $5,000), Page 2
with a deductible of not greater than $1,000; and Professional Liability insurance in the amount of $1,000,00.00 12.3 An original certificate showing the quoter's automobile, (used for customer transportation) insurance coverage in a combined single limit of $500,000. For every vehicle utilized during the term of this program, when not owned by the entity, each vehicle must have evidence of automobile insurance coverage with limits of no less than $50,000/$100,000 and medical pay of $10,000. 12.4 A copy of the quoter s business license allowing that entity to provide such services within the jurisdiction of The City of Winston-Salem, NC; 12.5 A copy of the quoter's license issued by the State of North Carolina licensing authority allowing the quoter to provide the services detailed herein. 13.0 The HA reserves the right to require the successful quoter/contractor to utilize any form required by HUD to complete the required work and by submitting his/her quote each contractor agrees to do so at no additional charge. 14.0 Technical Specifications or Statement of Work (SOW) that apply to this RFQ: I. Purpose The purpose of this Request for Quotes is to solicit sealed written proposals from qualified Child Care Providers (Providers) and enter into a contract with a Provider to lease the Piedmont Park Day Care Facility (the Facility ) and provide child care services to the general public. II. Background A. The Facility is a stand-alone building located in the footprint of the Piedmont Park Public Housing Community. It has operated as a daycare facility for the last five years. Recently, it has undergone limited rehabilitation and will be available for occupancy in late summer/early fall. B. The Facility consists of approximately 6,088 square feet with 3 classrooms and support areas including offices, waiting area, kitchen, laundry, storage areas, 8 restrooms (including 3 child restrooms adjacent to each classroom), a fenced outdoor play area and parking lot. C. The Authority will provide the Facility and be responsible for the shell, including the foundation, exterior walls, and roof only. Page 3
D. The Facility is equipped with limited cabinets, shelving, and kitchen counters. No appliances or furnishings are included. E. The Provider (Lessee of the property) shall provide, maintain, and keep in good repair all utilities, heating facilities, air-conditioning facilities, hot and cold water facilities, interior supporting walls of the building, required fire extinguishers, pest control, trash disposal, security systems, and all plumbing, electrical and light fixtures. Any and all repairs and/or maintenance to systems and fixtures must be professionally performed and pre-approved by the Authority. The Lessor will provide for grounds maintenance under the lease agreement. F. The Authority will enter into a lease for up to 5 years. III. Child Care Providers Responses Child care providers that are interested in leasing the Facility should prepare a response that adequately and concisely describes the provider s qualifications and the information requested in this RFQ. The Authority reserves the right to accept or reject any and all responses and to waive informalities in the responses when it is in the best interest of the Authority to do so. The Authority s intent is to award a contract to the highest lease amount that meets all the qualifications. A pre-response conference will be held on August 16, 2012 at 10:00 a.m. at the Facility to answer questions about the RFQ submittal, and to tour the Facility. Attendance at the pre-response conference is strongly recommended, but not required. All responses shall be delivered to the Housing Authority of the City of Winston-Salem, 500 West Fourth Street, Winston-Salem, NC 27101, Attention: Clinton Thomas Procurement Department. All responses shall be received no later than August 30, 2012 at 5:00 p.m. Submit the original and three (3) copies of each response. Responses shall respectively address each of the requested items in a brief and concise manner. Each response shall have a cover sheet that states the name of the proposer, their status (sole proprietor, LLC, etc.) contact information, the provider s address, phone number, and email address. IV. Qualifications and Capabilities of the Child Care Provider Providers shall include a statement of qualifications that shall concisely address each of the following: A. The provider s record of successful licensing and operation of a quality child care program, including numbers of registered children, for the past 5 years. B. The provider shall demonstrate the ability to be licensed to the levels of children required and the provider shall describe the type of programming proposed and the commitment to programming that meets all State requirements. C. The provider shall address financial capacity and track record and ability to receive funding from the Department of Social Services and other sources. All sources that are intended to be used for funding supplements shall be named and described. Page 4
D. The provider shall submit a plan and budget for upfitting the Facility to meet all State and local codes and regulating agency requirements (emphasis added). The provider is responsible for evaluating the Facility s fitness for use as a child care facility; and the Provider shall bear sole responsibility for obtaining all approvals required by law (including but not limited to certificates and/or licensures) for the Facility s use as a child care facility. E. The provider shall submit a detailed budget proposal for the operation of the Facility that demonstrates the ability to pay for all associated costs including lease payments, utilities, food, maintenance cleaning and janitorial, trash removal, staffing and accounting. F. The provider shall complete a detailed description of the services to be provided at the Facility. V. Additional Proposal Requirements The Provider shall provide in the proposal the ability to meet the following requirements. The Provider shall indicate the ability to comply with these requirements or, if necessary, indicate that the extent to which the provider would deviate from the requirement. Each item shall be addressed respectively in the provider s response. A. The Provider shall indicate the amount of the monthly lease payment proposed to be made to the Authority per month. Annual escalation clauses are permissible. The Provider should be aware that all the utilities are separately metered and these services are not included in the lease payment, but an additional expense to the Provider. B. The Provider shall acknowledge that in the performance of the work under and pursuant to any agreement, the Provider is an independent contractor, and shall furnish all workers, labor, tools, materials, supplies, appliances, and furnishings necessary to operate the Facility as a Day Care Center. Furthermore, the Authority shall not have any supervision, direction, or control over the means or methods of the performance of the Provider s services and shall only have the right to inspect the facility and/or approve repairs and/or additions to the Facility. C. The Provider shall acknowledge that it shall have the sole and exclusive privilege/responsibility of determining and establishing the fees to be charged for the Day Care Center services. D. The Provider shall acknowledge that it will comply with all the requirements and regulations of the State and its regulatory agencies to be a licensed day care facility. E. The Provider shall indicate the understanding that the Facility will be allowed to operate under a trade name subject to the approval of the Authority. F. The Provider shall indicate the understanding that the Authority shall have the right of prior approval of any and all signs, posters, or other advertisements placed on the exterior of the Day Care premises. G. The Provider will indicate the understanding and ability to obtain and maintain appropriate insurance coverage including, but not limited to, personal property, general liability, premises liability, professional liability, all employee coverage and workers compensation as indicated in Sections 12.1, 12.2 and 12.3 of this RFQ. H. The Provider shall indicate the understanding that the Provider shall have the primary responsibility for physical security of the Facility and its contents, including fire and burglary protection, and shall be liable for any casualty loss due to the negligence of its employees or failure to maintain protections. Page 5
FORM OF QUOTE Each quoter shall submit his/her quote on this form only, which shall be completed and returned to the HA as detailed herein. The quote is good for a five year period. Item No. Description Unit $ Quoted x Qty = Subtotal 1 Monthly Lease Payment $ 12 $ 2 Each responder will type each requirement listed in headings IV and V of Section 14.0 and provide a written response to each and attach same to this Form of Quote. Responses shall be formatted as described in heading III of Section 14.0 $ $ GRAND TOTAL: $ *First, place within the above an amount for each noted unit to complete the required work. Second, add the unit costs to arrive at a Total Amount Quoted. **In the case of any discrepancy between the "Total Amount Quoted" and the recalculated sum of adding each of the individual quote amounts entered (e.g. the quoter makes a mistake in adding the amount to arrive at a Total Amount Quoted), the HA reserves the right to choose either the new calculated sum or the original Total Amount Quoted submitted, either as may be in the favor of the HA. The undersigned quoter hereby quotes the above amounts to complete the required work (print clearly and legibly!). Further, by submitting this quote, the undersigned quoter agrees to abide by all terms and conditions listed within any document issued by the HA pertaining to this issue. COMPLETED BY: Signature Date Printed Name Company Name Address (Street; City; State; Zip) Page 6