Board of Education 157 W. Washington Street West Chicago, IL 60185 Invitation to Bid (ITB) for Athletic Trainers Services
The Board of Education of is accepting sealed bids for Athletic Trainer Services. Instructions and specifications are enclosed. Sealed bids are to be addressed and submitted to: Dave Blatchley, Director of Business Services 157 W. Washington West Chicago, IL 60185 Sealed bids must be clearly marked: "Athletic Trainers Services. The enclosed Questionnaire and Proposal form, along with any other pertinent information, must be received no later than 2:00 PM on Tuesday, July 3, 2018; at which time proposals will be publicly opened in the District Office at the address above. The District may conduct oral interviews with selected finalist(s) on Thursday, July 5, 2018. 2
serves grades 9 12. We have one (1) high school with a total enrollment of approximately 2,100 students. The bid is for the school year 2018-2019, 2019-2020, and 2020-2021. Mutually agreed upon extensions for the 2021-2022 and 2022-2023 school years will be accepted. INSTRUCTIONS TO APPLICANTS 1. Sealed bids are due Tuesday, July 3, 2018 no later than 2:00 PM 2. Proposals are to be in sealed envelopes, clearly marked: Athletic Trainer Services. Proposals are to be submitted on the enclosed official forms. 3. Two (2) copies are required. 4. Unless otherwise specified, all proposals submitted shall be binding for sixty (60) calendar days following the opening date, unless a written extension mutually agreed upon by the District has been granted. 5. Questions, inquires, or notices concerning the substance of the bid documents must be submitted in writing to Dave Blatchley and received no later than 4:00 PM, Thursday, June 28, 2018. Questions, inquires may be submitted via email to dblatchley@d94.org. Verbal telephone or voice mail will not be accepted. 6. Addenda, questions, and inquiries responses will be published to all, Friday, June 29, 2018 on the district website. Lack of knowledge of addenda will not be grounds for a vendor to withdraw a bid, or fail to enter into the contract after the award of the bid. 7. Proposals will be evaluated by a review committee. The evaluation and award of a proposal shall be based on a combination of factors, including, but not limited to, the following: proposal price, references, previous school experiences, professional competence, and any other factors considered to be in the District s best interest. 8. The proposal will be awarded to the lowest responsible and responsive vendor complying with all the provisions of the bid. The District reserves the right to reject any and all ITB received, in whole or in part, to waive any irregularities therein, and to award the contract to other than the lowest proposer. The initial term of the contract is three (3) years beginning July 1, 2018 and ending June 30, 2021. The District shall have the option to renew the contract for two (2) 3
consecutive one (1) year periods under the same terms and conditions subject to appropriations of funds. 9. No Vendor who is the recipient of the District's funds, or proposes to perform any work or furnish any goods under this agreement shall discriminate against any worker, employee or applicant or any member of the public because of religion, race, sex, color, or national origin, nor otherwise commit an unfair employment practice. Vendor further agrees that this article will be incorporated by the Vendor in all contracts entered into with suppliers of materials or services, contractors and subcontractors and all labor organizations, furnishing skilled, unskilled, and craft union skilled labor, or who may perform any such labor or services in connection with this contract. The Vendor and all subcontractors employed under the contract shall comply with all applicable provisions of the Illinois Human Rights Act (775 ILCS 5/1-10). 10. The vendor certifies that its bid is made without any previous understanding, agreement, or connection with any person, firm, or corporation making bid for the same project, and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action. Any attempt by the respondent to circumvent the bid by contacting or communicating with members of the Board of Education, Administration, and/or school personnel will be deemed as grounds for elimination. No employee or its officers of the District is to be extended any form of gratuity in connection with the ITB. ATHLETIC TRAINER SERVICES SPECIFICATIONS: Duration of Agreement The services to be provided herein shall be for three (3) years beginning July 1, 2018 through until June 30, 2021. Automatic renewals or extensions will not be honored. Certification / License The contractor will provide its certified and licensed athletic trainer/s who shall be duly licensed by the State of Illinois and assigned by it to render services as agreed by the contractor and the District. Job Description The Licensed/Certified Athletic Trainer will be on campus on a daily basis for the duration of the school year, which includes; Fall, Winter, and Spring sports, and any post-season competition. Additional coverage may be arranged by mutual agreement with the Athletic Director and/or the Athletic Trainer. The licensed/certified athletic trainer shall provide and be responsible for, but not limited to the following: A. Services shall consist of but not limited to: (a) Assist in the coordination of the sports medicine program at the School. 4
(b) Advise the School on supplies and training equipment needed for the sports medicine program. (c) Provide each high school with water bottles needed for the sports medicine program. (d) Immediately show your support for WCCHS. (e) Assist the School faculty and athletic training staff in the design and implementation of a student sports medicine program, if feasible. (f) Assist the School faculty and athletic coaching staff in the design and implementation of a continuing education program for the School's athletic coaching staff. (g) Provide conditioning and flexibility training suggestions to the School coaching staff under the direction of a licensed physician to be provided through the School. (h) Assist in monitoring athletic injuries and assistance in developing an injury prevention training program under the direction of a licensed physician to be provided through the school. (i) Coordinate and provide injury follow-up and evaluation to assist the treating physicians. (j) Attendance at the School's practices, games, and other functions as set forth in section B, Coverage, unless the School has scheduled two or more events at the same time. In such instance, athletic trainer, in conjunction with the School's athletic director, shall determine which athletic events are to be covered. The parties acknowledge that Coverage may be modified by mutual written consent of parties as needed. B. Coverage: (a) Fall coverage for all levels at all home contests for the following sports: 1) Boys Football 2) Boys Soccer 3) Boys/Girls Cross Country 4) Girls Swimming and Diving 5) Girls Tennis 6) Girls Volleyball 7) IHSA tournament hosted by School. (b) Winter coverage for all levels at all home contests for the following sports: 1) Boys Swimming and Diving 2) Boys Wrestling 3) Boys/Girls Basketball 4) Cheer and Dance 5) IHSA tournament hosted by School. (c) Spring coverage for all levels at all home contests for the following sports: 1) Boys Baseball 2) Boys Tennis 5
3) Boys Volleyball 4) Boys/Girls Track and Field 5) Girls Badminton 6) Girls Soccer 7) Girls Softball 8) IHSA tournament hosted by School. (d) Limited summer coverage during the months of June and July will be determined based upon mutual agreement between School and Vendor. (e) Traveling coverage will only be for Sophomore/Varsity football games unless mutually agreed upon between School and Vendor. C. Compensation and Attendance The vendor will be required to provide the needed personnel to complete the school staffing. Vendor will provide Certified Athletic Trainer (s) coverage for the school terms of July 1, 2018 through June 30, 2021. All of the expenses of Vendor athletic trainer are included at no additional charge. In the event that the School requires an athletic trainer to cover other School sporting events (not indicated in Section B Coverage), Vendor and the School will attempt to mutually agree on the coverage of the event and the additional fee for such coverage. The contracted vendor will only cover school sanctioned events or practices. All events or practices covered are to be mutually agreed upon by the athletic trainer and the athletic director. WCCHS will be provided at most thirty (30) hours per week of athletic training at no cost to the District. Insurance The selected firm shall provide proof of the following insurance to the District by Certificate of Insurance and must include a written requirement of a thirty (30) day cancellation or termination notice. The Certificate of Insurance shall state the Board of Education, its members, officers, elected officials, employees, and agents are additional insured under the policy or policies. The insurance company, duly licensed by the State of Illinois, will provide primary coverage and will not be excess of any insurance that may be secured by the Board of Education per the below provisions. General Liability must include sexual abuse and misconduct coverage. The insurance company shall provide the Certificates of Insurance to the District within thirty (30) days of notification of selection and each subsequent school year of the contract. a. Workmen s Compensation Insurance statutory limits b. Third Party Bond per employee $2,500 c. Property Damage $250,000 d. Bodily Damage $500,000 e. General Liability $2,000,000 6
Criminal Background Check The vendor will not assign an employee or agent who is a child sex offender as defined in the Child Sex Offender Community Notification Law and Child Murderer and Violent Offender against Youth Communication Notification Law. Policy The vendor will ensure all employees or agents fully comply with District policies and regulations pertaining to restrictions that affect anyone on District owned property. Safety All District sites are drug and alcohol free workplaces. The vendor employees or agents will not possess/distribute/consume tobacco, alcohol, or any illegal or dangerous substances on District property. Required Forms Request for Proposal submissions are to include: Athletic Trainer Services Questionnaire Cost Sheet Request for Proposal Signature Statement of Ethics Certification Deviations Form Sexual Harassment Certification Certificate of Compliance with Illinois Drug-Free Workplace Act Equal Employment Certification Certification of Eligibility to Enter into Public Contracts Student Safety 7
Athletic Trainer Services Questionnaire Date: Name of Firm: Address: Contact Person: Telephone No: Email Address: 1. Number of years in business. 2. Identify those in your company who would be responsible for our account and their credentials. 3. Indicate why you or your company should be selected. 8
Page 9 of 19 4. Are there any specifications listed in this bid that you are unable to provide? Yes No If yes, please explain. 5. Submit a list of all Illinois School Districts your company has serviced in this capacity, as well as size of District and contact person. District Size Contact Person /Telephone 6. Provide at least three (3) professional references including firm name, contact person, and telephone number. Name Contact Person Telephone Number
Page 10 of 19 Athletic Trainer Services Cost Sheet Total per trainer for July 1, 2018 June 30, 2019. Total per trainer for July 1, 2019 June 30, 2020. Total per trainer for July 1, 2020 June 30, 2021. Total three (3) year cost. Mutually Agreed upon extension: Total per trainer for July 1, 2021 June 30, 2022. Mutually Agreed upon extension: Total per trainer for July 1, 2022 June 30, 2023. Total five (5) year cost. Date: Firm Names Signature: Print Name: Telephone: Email: After having read the bid for ATHLETIC TRAINER SERVICES: for three (3) fiscal years ending June 30, 2019; June 30, 2020; and June 30, 2021 and understanding the same, I hereby submit the following in accordance with said bid conditions and specifications. NOTE: UNSIGNED BIDS WILL NOT BE ACCEPTED
Page 11 of 19 The undersigned Vendor declares that he has examined and familiarized himself with the Contract Documents. In making this proposal, the undersigned waives all right to plead any misunderstanding of the Contract Documents and agrees to perform all of the work required herein. If this bid is accepted, the undersigned offers and agrees to furnish all services upon which prices are quoted, at the price and times stated, and subject to all conditions recorded on this proposal. Signature: Date Print Name / Title Firm Name Firm Address Telephone: City / State / Zip Code Facsimile: Email:
Page 12 of 19 By submission of this bid or proposal, the bidder certifies that: STATEMENT OF ETHICS CERTIFICATION 1. This bid or proposal has been independently arrived at without collusion with any other bidder or with any competitor. 2. This bid or proposal has not been knowingly disclosed and will not be knowingly disclosed, prior to the opening of bids, or proposals for this project, to any other bidder, competitor or potential competitor. 3. No attempt has been made or will be made to induce any other person, partnership or corporation to submit or not to submit a bid or proposal. 4. Bidder has not been convicted of price-fixing nor pleaded "no contest" to such charges within the last five (5) years. 5. Bidder is not a subsidiary of a company that has been convicted of price-fixing nor pleaded "no contest" to such charges within the last five (5) years. 6. Bidder has not attempted to influence any member of the Board of Education or Administration on the award of this bid, except as otherwise included in the review process. Firm Name of Signature Title Date
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Page 14 of 19 DEVIATIONS FORM In the event that the undersigned Bidder intends to deviate from the specifications, all such deviations are listed hereon, with complete and detailed specifications and information being also attached. In the absence of any entry on the Deviations Form, the Bidder assures the District of their FULL compliance with the specifications and conditions. The District must approve any deviations indicated. THIS FORM MUST BE SIGNED EVEN BY THOSE NOT PLANNING DEVIATIONS SUBMITTED FOR CONSIDERATION BY: Firm Signature and Title
Page 15 of 19 SEXUAL HARASSMENT CERTIFICATION, having submitted an ITB to, hereby certifies that said Contractor has a written sexual harassment policy in place in full compliance with 775 ILCS 5/2-105 (A) (4). By: Authorized Agent of Contractor SUBSCRIBED AND SWORN TO before me this day of, 20. Notary Public My commission expires:
Page 16 of 19 CERTIFICATE OF COMPLIANCE WITH ILLINOIS DRUGFREE WORKPLACE ACT, having 25 or more employees, does hereby certify pursuant to section 3 of the Illinois Drug-Free Workplace Act (30 ILCS 580/3) that it shall provide a drug-free workplace for all employees engaged in the performance of work under the contract by complying with the requirements of the Illinois Drug-Free Workplace Act and, further certifies that it is not ineligible for award of this contract by reason of debarment for a violation of the Illinois Drug-Free Workplace Act. Or, having less than 25 or more employees, and shall provide a drug free workplace for all employees engaged in the performance of the work under the contract. By: Authorized Agent of Contractor SUBSCRIBED AND SWORN TO before me this day of, 20. Notary Public My commission expires:
Page 17 of 19 EQUAL EMPLOYEMENT CERTIFICATION, does herby certify pursuant to Section 2-105 of the Illinois Human Rights Act (775 ILCS 5/2-105) that it has a written equal employment opportunity policy that is in compliance with all terms and conditions of the Equal Employment Opportunity provisions of the Illinois Human Right Act. By: Authorized Agent of Contractor SUBSCRIBED AND SWORN TO before me this day of, 20. Notary Public My commission expires:
Page 18 of 19 CERTIFICATION OF ELIGIBILITY TO ENTER INTO PUBLIC CONTRACTS IMPORTANT: THIS CERTIFICATION MUST BE EXECUTED I,, being first duly sworn, certify and say that I am, ("sole owner"/"partner"/"president"/or other proper title) of, the Prime Contractor submitting this bid and that the Prime Contractor is not barred from contracting with any unit of state or local government as a result of a violation of either Section 33E-3, or 33E-4 of the Illinois Criminal Code, or of any similar offense of "bid-rigging" or "bid rotating" of any State or of the United States. making certification Signature of person SUBSCRIBED AND SWORN TO before me this day of, 20. Notary Public My commission expires:
Page 19 of 19 STUDENT SAFETY, having submitted a Request for Proposal for Athletic Trainer Services to Community High School District 94, hereby certifies that employees or agents having passed Criminal background investigation including a full Illinois State Police and Federal Bureau of Investigation check, in the performance of this contract as defined in the Child Sex Offender Community Notification Law and the Child Murderer and Violent Offender Against Youth Community Notification Law. By: Authorized Agent of Vendor SUBSCRIBED AND SWORN TO before me this day of,20. Notary Public My commission expires: