Classroom Space for Transformation Academy
| Agency: | Providence Public Schools District |
|---|---|
| State: | Rhode Island |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Mar 11, 2024 |
| Due Date: | Apr 25, 2024 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
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ANGÉLICA INFANTE-GREEN
Commissioner
DR. JAVIER MONTAÑEZ
Superintendent
Providence Public School District
Purchasing Department
797 Westminster Street
Providence, RI 02903-4045
tel. 401.456.9264
fax 401. 456.9252
www.providenceschools.org
REQUEST FOR PROPOSALS
ITEM DESCRIPTION: Classroom Space for Transformation Academy 1 Year (with Option Years)
DATE AND TIME TO BE OPENED: Thursday, April 25, 2024 at 1:00PM
PRE-BID CONFERENCE (IF APPLICABLE): None
SUBJECT MATTER EXPERT (NAME): Julie Lombardi
SUBJECT MATTER EXPERT (EMAIL): Julie.Lombardi@ppsd.org
QUESTION DEADLINE: Monday, April 1, 2024 at 3:30PM
Instructions
1. Bidders must submit sealed proposals in an envelope clearly labeled with the Item Description
shown above on the outside of the envelope. The proposal envelope and any information relative
to the proposal must be addressed to:
Purchasing Department, Suite 206
ATTN: Thomas Morgan
797 Westminster Street
Providence, RI 02903
2. Bidders must include at least one original, one copy, and a digital PDF copy on a flash drive.
3. Proposal responses must be in ink or typewritten.
4. Bidders are advised that all materials submitted to Providence Public Schools for consideration
in response to this Request for Proposals shall be considered to be public records as defined in
R.I. General Law Section 38-2 et seq, without exception, and may be released for public
inspection. All proposals submitted become the property of Providence Public Schools.
5. Bid proposals that are not present in the Providence Public Schools Purchasing Department at the
time of opening for whatever cause will be deemed to be late and will not be considered.
Postmarks shall not be considered proof of timely submission.
6. Questions regarding this request for proposals must be submitted to the Subject Matter Expert
via email by the question deadline listed above. Questions will be answered via addendum to be
posted publicly on the Providence Schools website. Bidders are responsible for checking the
website for all addenda distributed in response to questions and requests for additional
information.
An Equal Opportunity Employer. The Providence School Department does not discriminate on the basis of race, age, sex, religion, sexual orientation,
gender identity or expression, national origin, color, disability or veteran status.
Notice to Vendors
General Terms
1. Providence Public Schools reserves the right to award the contract on the basis of the lowest
responsible evaluated bid proposal.
2. In determining the lowest responsive evaluated bid proposal, cash discounts based on preferable
payment terms will not be considered.
3. No proposal will be accepted if it is made in collusion with any other bidder.
4. Providence Public Schools reserves the right to award to a single vendor, to split the award
between multiple vendors and to reject any and all proposals. Unless otherwise specified,
Providence Public Schools reserves the right to make the award by item or items or by total as
may be in its best interest.
5. As Providence Public Schools is exempt from the payment of Federal Excise Taxes and Rhode
Island Sales Tax, prices quoted are not to include these taxes.
6. In case of error in the extension of prices quoted, the unit price will govern. In the event there is
a discrepancy between the price written in words and written in figures, the prices written in
words shall govern.
7. Awards shall be subject to the General Terms set forth herein, which terms shall be deemed
accepted by the Bidder upon submission of the bid proposal, subject to the provisions of this
paragraph, and shall be further deemed to be incorporated into the contract upon issuance of the
award. Any proposed exceptions, modifications, or deviations from the terms, conditions, and
specifications contained herein must be listed and fully explained on a separate sheet attached to
the Bidder’s detailed conditions and specifications and referred to separately in the Bids. Such
proposed exceptions, modifications, or deviations shall be an additional variable for
consideration by the Providence Public School District in addition to vendor qualifications, price,
quantity, and/or scope of services. In all cases not indicated by Bidders as an exception,
modification, or deviation, it is understood that the terms, conditions and specifications of the
Providence Public School District shall apply. No exception, modification, or deviation shall be
deemed accepted, approved, or otherwise incorporated into the contract unless expressly set forth
in the award notice.
8. Proposals must meet the attached specifications. Bids may be submitted on an “equal in quality”
basis. Providence Public Schools reserves the right to decide equality and determine whether
bids are responsive. Bidders must indicate brand or make offered and submit detailed
specifications if other than brand requested.
9. A bidder who is an out of-state corporation shall qualify or register to transact business in this
State, in accordance with R.I. General Law Section 7-1.2-1401 et seq. as amended)
10. Delivery dates must be shown in the bid. If no delivery dates are specified, it will be assumed
that an immediate delivery from stock will be made.
An Equal Opportunity Employer. The Providence School Department does not discriminate on the basis of race, age, sex, religion, sexual orientation,
gender identity or expression, national origin, color, disability or veteran status.
11. Only one shipping charge will be applied in the event of partial deliveries for blanket or term
contracts.
12. For contracts involving construction, alteration and/or repair work, the provisions of State Labor
Law concerning payment of prevailing wage rates apply (See R.I. General Law Section 37-13-1
et seq. as amended).
13. All proposals will be disclosed at the opening date and time listed above.
14. Awards will be made within ninety (90) days of the proposal opening. All proposal prices will be
considered firm, unless qualified otherwise. Requests for price increases will not be honored.
15. No goods should be delivered and no work should be started without a Purchase Order from
Providence Public Schools.
16. Prior to commencing performance under the contract, the successful bidder (the “Contractor”)
shall attest to compliance with provisions of R.I. General Law Section 28-29-1, et seq. If exempt
from compliance, the Contractor shall submit a sworn Affidavit by a corporate officer to that
effect, which shall accompany the signed contract.
17. Prior to commencing performance under the contract, Contractor shall, submit a certificate of
insurance, in a form and in an amount satisfactory to Providence Public Schools.
18. The Contractor will not be permitted to: assign or underlet the contract; or assign either legally or
equitably any monies or any claim thereto without the previous written consent of the Director of
Purchasing.
19. The Contractor shall not be paid in advance.
20. The contract shall be in effect from the date of award through June 30, 2025 or for such other
duration as may be agreed to in writing and signed by the parties, unless terminated by either
party at any time, with or without cause.
21. In the event of termination by District or the Contractor prior to completion of the contract,
compensation shall be prorated on the basis of hours actually worked, and the Contractor shall
only be entitled to receive just and equitable compensation for any satisfactory work completed
and expenses incurred up to the date of termination.
22. Failure to deliver within the time quoted or failure to meet specifications may result in default in
accordance with the general specifications.
23. The Contractor must conduct a criminal background check, at the Contractor’s expense, of all
employees employed under the contract who interact with students, except District employees.
The Contractor shall provide a copy of the background check report(s) to the District, upon
request.
An Equal Opportunity Employer. The Providence School Department does not discriminate on the basis of race, age, sex, religion, sexual orientation,
gender identity or expression, national origin, color, disability or veteran status.
24. The Contractor is not an employee of District and is not entitled to fringe benefits, pension,
workers’ compensation, retirement, etc. District shall not deduct Federal income taxes, FICA
(Social Security), or any other taxes required to be deducted by an employer, as this is the
responsibility of the Contractor.
25. The Contractor understands products produced as a result of the contract are the sole property of
the District and may not be used by the Contractor without the express written permission of the
District.
26. The Contractor agrees to hold District and the City of Providence harmless from any and all
damages incurred by District or the City by reason of the Contractor’s negligence or breach of
contract, including without limitation, damages of every kind and nature, out-of-pocket costs,
and legal expenses.
27. The contract may not be modified or amended in any way except by mutual agreement in writing
and signed by each party. Notwithstanding the foregoing, and subject to the provision concerning
exceptions, modifications, or deviations set forth in Paragraph 7 hereinabove, the General Terms
shall not be modified or amended in any way by subsequent agreement. In the event of a conflict
between the General Terms and any subsequent modification or amendment to the contract, the
General Terms shall control.
28. The Contractor expressly submits itself to and agrees that all actions arising out of or related to
the contract or the relationship between the parties shall occur solely in the venue and
jurisdiction of the State of Rhode Island.
29. District agrees and acknowledges that Company and its licensors own all intellectual property
rights in and to the Products including, without limitation, all trademarks, trade names, service
marks and copyrights in the Products and all underlying software programs and related
documentation. District agrees and acknowledges that District and any school shall not acquire
any right, title or interest in or to any Company’s intellectual property (IP), including, without
limitation, software, trademarks, copyrights and other intellectual property of Company and no
other rights are granted by Company to the District or any school in Company’s IP by
implication, estoppel or otherwise. District further acknowledges and agrees that Company shall
continue, during the term hereof, to expand and modify its Products, in its sole discretion.
30. Data and Release (Representations and Warranties):
a. In connection with Company’s provision of the Products to District and to allow for the
proper functioning and purpose of the Products, the District agrees to and shall release
certain data to the Company and agrees to permit the Company to collect certain data
from District’s users of the Products (collectively, “Data”). Certain of this Data may be
subject to the Family Educational Rights and Privacy Act ("FERPA") (20 U.S.C. §
1232g; 34 CFR Part 99), in which case it will be known as FERPA Data (“FERPA
Data”). Certain portions of the Data may be considered Personally Identifiable
Information (“Personally Identifiable Information”). De-Identified Data (“De-Identified
An Equal Opportunity Employer. The Providence School Department does not discriminate on the basis of race, age, sex, religion, sexual orientation,
gender identity or expression, national origin, color, disability or veteran status.
Data”) is data generated from usage of Company Products from which all Personally
Identifiable Information has been removed or obscured so that it does not identify an
individual student and there is no reasonable basis to believe the remaining information
can be used to identify a student. For the purposes of this agreement De-Identified Data
will not be considered Personally Identifiable Information and, thus, shall not be deemed
FERPA Data, as defined above, or COPPA Data, as defined below. Personally
Identifiable Information may be collected from students under the age of 13 during the
normal course of such students’ use of the Products and thus may be subject to the
Children’s Online Privacy Protection Act, in which case it will be known as COPPA Data
(“COPPA Data”), but with respect to both COPPA Data and FERPA Data, such Data
may only be used for the purpose of facilitating and enhancing the use and functionality
of the Products and in connection with Company’s providing the Products to District and
its users. Company will access, use, restrict, safeguard and dispose of all FERPA Data
and COPPA Data related to this Agreement in accordance with FERPA and COPPA,
respectively. Notwithstanding such release or collection, the FERPA Data, COPPA Data,
and Personally Identifiable Information remain the property of the District.
b. Company in providing Products to the Customer may use external service providers as
required to facilitate a variety of operations, known as Third Party Service Providers.
Outsourced operations may include, but are not limited to: web hosting, assisting with
providing customer support, database reporting, analytics, and assisting with marketing
or billing. As a result of this relationship, Third Party Service Providers may have access
to Personally Identifiable Information. Company Partners are obligated to take
appropriate commercially reasonable steps to maintain the confidentiality of all District
information they receive in connection with Company Product and are subject to other
legal restrictions that prohibit the use of District information for any purpose other than
that described below for specific Company purpose. Any data exchanged with Third
Party Service Providers will be deleted or transferred, per District request, when no
longer needed, or at contract expiration. Company Partners should be submitted when
bidding.
c. Company assures that data is secured and protected in a manner consistent with industry
standards at a minimum and has attached documentation reflecting Company’s existing
data privacy and security guidelines and/or policies. The guidelines and/or policies will
apply to both Personally Identified Information and De-Identified Data. Company’s use
of Personally Identifiable Information shall be for the exclusive use of the District and/or
third parties identified and approved by the District. Company may use De-Identified
Data for the following purposes: to improve the Product, to demonstrate the effectiveness
of the Product, and for research or other purposes related to developing and improving
the Product. Company’s use of such De-Identified Data may survive termination of this
Agreement.
d. “Personally Identifiable Information" or "PII" means information provided to Company
in connection with Company’s obligations to provide the Products under the Agreement
that (i) could reasonably identify the individual to whom such information pertains, such
An Equal Opportunity Employer. The Providence School Department does not discriminate on the basis of race, age, sex, religion, sexual orientation,
gender identity or expression, national origin, color, disability or veteran status.
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